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EstherY
Moderator

Import your invoices and bills to QuickBooks

If you're using spreadsheets to record invoices and bills, and wish to start using QuickBooks to track them going forward, you can import them into QuickBooks using our Import Invoice and Import Bill functionality. 

 

Importing your spreadsheets is a rather straightforward task, once you have prepared your spreadsheet. There are a few things to look out for before you start, check these articles Import your invoice and Import your bills for further details, or post a question below!

47 REPLIES 47
Magda Sukosd
Level 1

Import your invoices and bills to QuickBooks

Hi

I have a client who is using QB desktop 2016. She needs to import a list of excel (or csv) sales invoices. Is it possible to do it in this version?

 

Thank you. Magda

JamesDuanT
Moderator

Import your invoices and bills to QuickBooks

Yes, we can import invoices to QuickBooks Desktop using an Intuit Interchange Format (.IIF) file, Magda.

 

If your client's third-party application provides an .IIF file format of the data, here's how to import it to QuickBooks:

  1. Sign in to your company file as the Admin.
  2. Click the File menu at the top and select Switch to Single-user Mode.
  3. Click the File menu again and select Utilities.
  4. Select Import and choose IIF Files.
  5. Look for the .IIF file and click Open.
  6. Click OK.

You can also use this article for reference: Export or Import Intuit Interchange Format (.IIF) Files.

 

Otherwise, you'll need to look for a file converter online. Then, follow the steps to import the file again.

 

Let me know if you have follow-up questions about this. Have a great day!

 

 

John_Baxter
Level 1

Import your invoices and bills to QuickBooks

Is it possible to import estimates into Quickbooks online?

Fiat Lux - ASIA
Level 15

Import your invoices and bills to QuickBooks

GeorgiaC
QuickBooks Team

Import your invoices and bills to QuickBooks

Hey John_Baxter,

 

There is no facility to import estimates into QuickBooks at present, we'd be grateful if you could share your interest in this by going to the Cog Wheel > Feedback within your account.

 

Thanks 

Gekko
Level 1

Import your invoices and bills to QuickBooks

Hi,

Can I change the MAP Fields on QB? When I import I want to include the Class, Location, Ref No and catagory. Can I simply add these columns to the template and import?

SarahannC
Moderator

Import your invoices and bills to QuickBooks

Hello, Gekko.

 

Changing the ma fields in QuickBooks Online is unavailable. I like your idea. This is a great suggestion that I can send to our software engineers. I'm  making sure to forward the information you've shared here.

 

Our engineers will evaluate your suggestion. This way, adding this feature might be included in the next product updates.

 

The Community is always her if you have follow-up questions. 

Gekko
Level 1

Import your invoices and bills to QuickBooks

Thank you for reply.

Another query

I have imported bills from excel to QB, however these are inventory bills, how do I apply the bills to the inventory (section) account on QB? So my bill states that I have purchase 10 items, I can see it under supplier credit account but thus far my inventory has not increased b 10. Is importing a bill not the way to go?

Fiat Lux - ASIA
Level 15

Import your invoices and bills to QuickBooks

@Gekko 

Utilize the importer tool as I have mentioned above to adjust the quantity of inventory.

John C
QuickBooks Team

Import your invoices and bills to QuickBooks

Hi Gekko

 

You are not able to update the inventory when you import the bills. If you already have the inventory created in QuickBooks you will have to update the stock quantity manually. If you have not created the inventory you will have to either manually enter the inventory or import it using an Excel/CSV.

Fiat Lux - ASIA
Level 15

Import your invoices and bills to QuickBooks

The template for mapping field to be import

 

item receipt

VendorTransaction DateRefNumberMemoVendor Acct NoReceive Against PO # Items ItemItems QtyItems DescriptionItems CostItems ClassItems CustomerItems BillableExpenses AccountExpenses AmountExpenses MemoExpenses ClassExpenses CustomerExpenses BillableUnit of MeasureAP AccountCurrencyExchange Rate
New Builder01/09/2020100   Loom50Loom100 John DoeY          
New Builder01/09/2020100   Cabinets1Cabinets200  N          
Jane's Landscape Design01/09/2020105  9Door Frame1Door Frame1000 Baker, ChrisY          

 

item receipt with bill

VendorTransaction DateRefNumberMemoVendor Acct NoReceive Against PO # Items ItemItems QtyItems DescriptionItems CostItems ClassItems CustomerItems BillableAP Account
New Builder01/09/2011100   Hardware1Hardware20  N 
New Builder01/09/2011100   Cabinets1Cabinets200  N 
John's Landscaping Supply01/09/2011105   Loom50Loom100 John DoeY 

 

inventory adjustment

RefNumberAccountTransaction DateMemoItemNew QtyNew ValueAdj QtyAdj ValueCustomerClass
1231-1Cost of Goods Sold31/12/2020Year End Inventory AdjustmentHardware10     
1231-1Cost of Goods Sold31/12/2020Year End Inventory AdjustmentDoor Frame10     
1231-1Cost of Goods Sold31/12/2020Year End Inventory AdjustmentCabinets  -1   
1231-2Cost of Goods Sold31/12/2020Year End Inventory AdjustmentWood Door 1000    
1231-2Cost of Goods Sold31/12/2020Year End Inventory AdjustmentInterior Door Kit   500  

 

 

KTR Consultants
Level 1

Import your invoices and bills to QuickBooks

Hello,

 

I have exported invoices from QB client (paid for licence) and want to import them to QB Accountant. The process does not go smooth. It asks for mapping and there are some unidentified symbols in there, which you can't read. Why exporting from QB and importing into QB is not straightforward?

 

What shall I do now?

 

Please advise.

 

George

Rea_M
QuickBooks Team

Import your invoices and bills to QuickBooks

Hello there, KTR Consultants.

 

Let me share details about the exporting and importing process in QuickBooks. This way, you'll be able to determine the right thing to do to successfully import your client invoices to your QB Accountant account.

 

Exporting and importing procedures isn't a straightforward task. It's because the exported and imported files have different mapping guidelines.

 

Based on the license you've mentioned above, it seems that you're using the QB Accountant version. You can export and import your client's invoice transaction using the CSV format, IIF, and Excel files. 

 

Please note that you can't undo information you import, you need to make a backup copy of your company file for future use.

 

Once ready, let's now import your client's transactions to your QB Accountant account. In case you're using a CSV file, you need to install the QuickBooks Import Excel and CSV toolkit to first before performing the import process. Here's how:

  1. Open the file download window for the toolkit.
  2. Select Save.
  3. Go to your Windows Desktop, then select Save.
  4. Double-click QuickBooks_Import_Excel_and_CSV.exe on your Windows desktop to open the WinZip Self-Extractor window.
  5. Select Browse.
  6. Choose the folder where you want to install the toolkit (such as your Desktop), then OK.
  7. Select Unzip to extract the contents.
  8. Click Close to close the WinZip Self-Extractor window.
  9. Open the QuickBooks Import Excel and CSV folder from the location you selected in step 6.

 

To learn more about the exporting and importing process, kindly refer to this article: Import and export data in QuickBooks Desktop. It provides an overview of the procedure, ways, and things you need to keep in mind when you import or export data.

 

Please let me know if you have other concerns. I'm just around to help.

Jue62
Level 1

Import your invoices and bills to QuickBooks

I need also to add customer and class to my downloads .  Is this now available

John C
QuickBooks Team

Import your invoices and bills to QuickBooks

Hi Jue62

 

If you are referring to being able to add customers and class to the product & services that you want to import you are not able to do this, you would have to allocate the class and product and services to your transactions once imported.

Jamesallan007
Level 1

Import your invoices and bills to QuickBooks

I am trying to get started with quickbooks - I'm unable to link TSB accounts to quickbooks so I have downloaded the first quarter statements but it will still not download due to an error with the format.  I originally took out the basic package and it did it automatically - now I have paid for an upgrade and can't do it - can you help?  sam

Jamesallan007
Level 1

Import your invoices and bills to QuickBooks

it won't allow me to import due to a format error

GeorgiaC
QuickBooks Team

Import your invoices and bills to QuickBooks

Hi Jamesallan007,

 

Thanks for joining us on this thread. 

 

Do you have the file saved as a CSV? The file which you are importing should contain 3 or 4 columns, as below:

 

Option 1 - Date, Memo, Money In, Money Out

 

Option 2 - Date, Memo, Balance

 

You'll need to make sure that the date on the file is in the same format as the one you're selecting during the import in QuickBooks, e.g. dd/mm/yy.

 

You can see our guide here for tips on fixing bank upload errors - please get back to us below if you're still having trouble with this. 👍 

 

 

 

 

 

 

asha_kanta_sharma
Level 6

Import your invoices and bills to QuickBooks

Hi, 

 

Its time to increase the limits maximum of 100 invoices at a time and 1,000 row limit per spreadsheet as its been years now and many business does have stuck with these limits. 

 

Hope QuickBooks Team will understand this concern and do the needful in respect of the same. 

FritzF
Moderator

Import your invoices and bills to QuickBooks

Thanks for joining this conversation, @asha_kanta_sharma.

 

While the option to import more than 100 invoices and 1000 rows of spreadsheet is currently unavailable in QuickBooks Online (QBO), rest assured that I'll pass along your suggestion to our Product Developers. They're always looking for ideas to consider on how to improve QBO.

 

In the meantime, I recommend visiting our Blog site. This is where we share recent happenings and future developments, such as updates to newly added features.

 

Just in case, I'll add this article for future reference: Import your invoices into QuickBooks.

 

Please leave a comment in this thread if you have any other questions or concerns. I'm always here to help. Take care and have a great day!

jtetlak
Level 1

Import your invoices and bills to QuickBooks

I use QB Pro 2016 Desktop.

I am not seeing where it is available to upload open invoices for customers and vendors.

Am I missing it?

Fiat Lux - ASIA
Level 15

Import your invoices and bills to QuickBooks

@jtetlak 

You may utilize the IIF feature to do so. If you are not familiar with it, consider one of these 3rd party importer tools.

https://transactionpro.grsm.io/qbd

https://partners.saasant.com/affiliate/idevaffiliate.php?id=5051_2

 

 

jtetlak
Level 1

Import your invoices and bills to QuickBooks

is there no way to do it without a 3rd party? 

Fiat Lux - ASIA
Level 15

Import your invoices and bills to QuickBooks

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