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Import multiple invoices at once in QuickBooks Online

by Intuit• Updated 3 months ago

Learn how to import multiple invoices to QuickBooks Online in one go.

Before you start

  • You can import a maximum of 100 invoices at a time with a 1,000 row limit per spreadsheet.
  • You can import invoices with single or multiple line items.
  • You can also import a large volume of customers and suppliers or products and services.
  • You can’t add discounts, credit notes, or negative amounts in general.

Step 1: Prepare your spreadsheet

Before you import your invoices, make sure everything looks good in your spreadsheet.

  1. Fill in the required columns:
    • Invoice number
    • Customer
    • Invoice date
    • Due date
    • Item amount
    • Item tax code

      Note: If your invoices have multiple line items, make sure each line entry has an invoice number, customer, invoice date, and other required details, just like in the sample spreadsheet.

  2. If you collect VAT, just add the VAT rate in your invoices to the spreadsheet. When importing, you can map the VAT codes you've created into QuickBooks VAT codes.
  3. You can map each of your column headings to the invoice fields during the import. Take a look at what's required to import invoices. Or you can download this sample spreadsheet.
    Note: If your spreadsheet has new products or services, it can be edited after importing.

Step 2: Turn on custom transaction numbers

If you use numbers to track your invoices, turn on custom transaction numbers in QuickBooks. If you don't turn this on, QuickBooks will automatically number the invoices for you.

  1. Go to Settings ⚙ and select Account and settings.
  2. Select the Sales tab. Then select Edit ✎ in the Sales form content section.
  3. Turn on Custom transaction numbers.
  4. Select Save and then Done.

Step 3: Upload your spreadsheet

Upload your spreadsheet so you can start the import.

  1. Go to Settings ⚙ and select Import data.
  2. Select Invoices.
  3. (Optional) Select the checkboxes to add new customers or products and services that don't already exist in QuickBooks.
  4. Select Browse and then find and select the relevant invoices.
  5. Select Next.

Step 4: Map your import fields

Make sure your spreadsheet’s column headers match with the QuickBooks invoice fields.

  1. Map the column headers with invoice fields in QuickBooks. Fields with an asterisk (*) are required.
  2. Select Not applicable for any fields not in your spreadsheet.
    Note: QuickBooks populates with a generic item called "sales" for missing products and services.
  3. Select the date format you used, like D/M/YYYY.
  4. Select Exclusive or Inclusive as your VAT option.
  5. Select Next.

Step 5: Import invoices

After you've mapped the fields, review the summary of your import. If everything looks good, select Start import.

Once you’re done:

  • Select OK if all your invoices have imported successfully.
  • If some invoices fail to import, note why, then select Done.

Note: If you are using QuickBooks Online Plus, you can manually edit an imported invoice to include class or location.

Tip: Here are other articles our customers find useful on importing data:

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