Import your invoices into QuickBooks

EstherY · ‎November 15, 2018

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

Before you start, make sure that your excel spreadsheets are ready and in a format that is accepted by QuickBooks. You can download a sample here. If your file includes details of customers and/or products, they can be added in QuickBooks automatically, so you don’t have to manually create them.

Things to look out for

Invoices can be imported with multiple line items OR as a total value for each invoice. If no line item is present QuickBooks will populate this field with a generic item called 'Sales'.
Multi-Currency is supported.
Product categories are supported.
VAT codes are mapped so there is no need to change your VAT codes to QuickBooks VAT code formats before importing.
We recommend that no more than 100 invoices are imported at any one time.
When new customers are imported, if no currency is specified QuickBooks assumes the customers home currency is GBP.
To import line items with Product Categories, enter the category with a colon separator between the product/service (e.g. category:Product/service).
When invoices have multiple line items please ensure the first line entry specifies the invoice number, customer, Invoice Date etc, line items 2 onwards, of the same invoice number only require the invoice number as seen in the example csv file, specifically invoice 1001.
To retain invoice numbering in your csv file, please ensure Custom Transaction Numbers is switched ON

Select the Gear icon at the top, then Account and Settings.
Select Sales tab, navigate to the Sales Form Content.
Click on the edit icon and change Custom Transaction Numbers from Off to On using the check box and select Save.

When you are ready

Select the Gear icon at the top.
Under Tools, choose Import Data.
From the list, select Invoices or Bills.
Select the Browse button.
Select your Excel file, click Open then select Next to continue.
If you would like QuickBooks to auto create contacts and/or product/service items then select the applicable option(s) and select Next.
Map the headers in your Excel file to the fields in QuickBooks, then click Next.
If you are VAT registered, map your VAT codes to those of QuickBooks, then select Next.
You’ll now see a summary of your import. Adjust your data if necessary then select Import.

tim2investcope · ‎January 04, 2019

Can QB online import an invoice generated by another company who also use Quickbooks online. E.g. Company A imports a QBO generated invoice from Company B.

Thanks,

Tim.

EmmaM · ‎January 04, 2019

Good Morning

Thank you for contacting us on Community.

Are you looking to use the invoice as a template for future invoices or are you looking to upload the invoice as a sales transaction?

Kind regards

Emma

tim2investcope · ‎January 04, 2019

I have lots of Company A sending to Company B, where I do the accounting for both. It would be so good to have a ‘direct invoice’ concept where it could flow from one QBO client to another directly. Obviously a mapping would need to go in place.

To answer your question directly, it would be a template for future use. It is a monthly recurring expense recharge.

Thanks,

Tim.

ndnile · ‎August 21, 2019

Tim,

Were you able to streamline this process? I have the exact same scenario where Company A invoices Company B on a recurring basis where I am the accountant for both companies. It's double entry accounting for sure, and there must be a better method.

Blake

JamesDuanT · ‎August 21, 2019

I know how convenient to have invoices flow from one company to the other, Blake.

For now, you can import the invoices which was suggested by EstherY. Or create recurring invoice templates on both companies. Here are the references that you can use:

Otherwise, you'll need to create the invoices manually.

Get back to us if you need anything.

samc89 · ‎November 27, 2019

How do you do this with Quickbooks desktop? The desktop version does not have the Gear icon. I can only find a way to upload the customer's info not their invoices.

Fiat Lux - ASIA · ‎November 27, 2019

@samc89

Utilize the 3rd party importer tool

https://transactionpro.grsm.io/qbd

weikong · ‎December 01, 2019

Does it meam Quickbooks Desktop Pro, no matter which version, 2017 to 2020, does not support importing invoices from excel or csv files?

Anonymous · ‎December 01, 2019

Hi there, weikong.

The file format that QuickBooks Desktop currently accepts is IIF. However, there are some third-party importer applications available so you can import transactions using an Excel or CSV file.

Please go to our Intuit App Store select your region then go to the Sync Data category. Select which app is best for you.

You can check out this reference about importing IIF files is in this article: Export, import, and edit IIF files

We welcome any product suggestions as these will be the bases on our new updates. Post them here or if you have any questions. We are here to help.

weikong · ‎December 02, 2019

Hello GarlynGay,

Thanks for your reply! I will try the appstore.

Fiat Lux - ASIA · ‎December 02, 2019

@weikong

You may consider these apps

https://transactionpro.grsm.io/qbd

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

weikong · ‎December 02, 2019

@Fiat Lux - ASIA

Thank you very much for your help! I checked Saasant yesterday and will do for transactionpro later.

Lalolo · ‎January 07, 2020

I don't have an option to import invoices. I'm not sure what to do and I'm quite frustrated. I have over 300 invoices to import and there's no way I can do it manually. A screenshot of my options are below.

Fiat Lux - ASIA · ‎January 07, 2020

@Lalolo

We can't see your image. If you are using QBO UK version, visit this link for your reference

https://quickbooks.intuit.com/learn-support/en-uk/help-articles/import-multiple-invoices-at-once/01/...

Another options, you may consider the importer tools that I have mentioned above.

Good luck!

Lalolo · ‎January 07, 2020

Thank you! I tried the app and it worked. Took a LOOOT of fiddling but it's exactly what I need.

Accounts218 · ‎January 24, 2020

Do I have to select the mappings each time I import my invoices from a csv file? Is there no way to save the mappings or have them default which would save me a lot of time.

Thanks

Richard

GeorgiaC · ‎January 24, 2020

Hi Richard, currently there is no option to save defauls for mapping in the import tool, these have to be selected each time - thanks!

Chimmy · ‎January 31, 2020

When I export transactions and re-import them (from and to Quickbooks uk self employed online), it doesn't import categories. Note also that there is no option to assign the category column as a category colum (see screenshot). How can I import categories? It's a lot of data to have to enter manually otherwise.

Kristine Mae · ‎January 31, 2020

You're unable to import the categories, Chimmy. You'll have to enter them manually.

I can see how convenient it is to import this detail with ease. I'll take note of your concern and pass this along to our management team. This will be submitted to our software engineers who review our customers' feedback. This might be included in our future updates.

If you have other questions, just leave a comment below. The Community is open 24/7.

SusieMurphy · ‎May 01, 2020

Hi, could you please let me know is it possible to save the mapped fields once set?

We import invoices weekly but last week a member of staff selected inclusive of vat instead of exclusive which caused a problem with invoices being for the wrong amounts, if not spotted could cost a lot of loss

Ashleigh1 · ‎May 01, 2020

Hello SusieMurphy,

Welcome to the Community page,

There is no way of pre-saving a mapped field for uploading invoices. It is a case of having to map it each time you upload any invoices into the system.

SusieMurphy · ‎May 01, 2020

OK thank you anyway.

barlby · ‎July 15, 2020

I find it odd that you say that mappings have to be set each time. The 'mandatory fields' in the example given by Quickbooks Online don't have to be selected each time, but the exceptions is that ItemAmount has to be selected each time, as well as Exclusive/Inclusive of tax and Invoice Date format. Surely Intuit can make a default setting so that we can always make sure our csv file matches the default. I have uploaded a PNG File to illustrate. It really is an error prone time waste each week.

John C · ‎July 15, 2020

Hi barlby We appreciate your concerns regarding the mapping, 🙇🏽‍:male_sign:we will submit a product enhancement request to our developers for their consideration and we encourage you to leave feedback from within the product.

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Import your invoices into QuickBooks