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Import multiple invoices at once

SOLVEDby QuickBooksQuickBooks Online45Updated March 29, 2022

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

QuickBooks Online lets you import multiple invoices at once so you can save time. We'll show you how.

What you can and can’t import

  • You can’t add discounts, credit notes, and negative amounts in general.
  • You can import a maximum of 100 invoices at a time and 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.

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, etc. just like in the sample spreadsheet.

  2. If you collect taxes, just add the tax rate in your invoices in the spreadsheet. When importing, you can map the tax codes you created into QuickBooks tax codes. Learn more about common 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 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. Select Custom transaction numbers and turn on the option.
  4. Select Save and then Done.

Step 3: Upload your spreadsheet

Upload your spreadsheet so you can start with the import.

  1. Go to Settings ⚙ and select Import data.
  2. Select Invoices.
  3. (Optional) Under the Browse button, you can select the checkboxes to add new customers, products, and services that don't already exist in QuickBooks.
  4. Select Browse and then find and select the spreadsheet of your invoices. Note: If you have new imported customers without setting its proper currency, QuickBooks assumes the currency is GBP. If you have multicurrency turned on, you can import invoices in foreign currencies.
  5. Select Next.

Step 4: Map your import fields

Make sure your spreadsheet’s column headings match with QuickBooks 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: If product or service isn’t added, QuickBooks populates with a generic item called "sales".
  3. Select the date format you used, like DD/MM/YYYY. Note: While importing the invoices, ensure that the invoice dates are in present and past. The invoices with the future dates will not be imported.
  4. Select Exclusive or Inclusive as your tax option. To see this option, set up VAT in QuickBooks.
  5. Select Next.

Map your tax codes

  1. Match your VAT codes to those setup in QuickBooks.
  2. Select Next.

Step 5: Import invoices

After you map 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 are imported.
  • If some invoices fail to import, note why, then select Done.

Note: If you have prepared the CSV by following the steps but are unable to import the file, it may be due to a corrupted file error. To fix this, copy all the data into a new CSV file, save it to overwrite the potentially corrupted and try import it again.

Notes for VAT:

  • If you want to import invoices with VAT, you need to turn it on.
  • If you don’t apply VAT, then you don’t have to map VAT codes and amounts. Your sample file doesn’t have VAT columns.
  • If you apply VAT, then you need to map VAT codes. Your sample file contains VAT columns.
  • If you don’t add VAT amounts, QuickBooks will calculate based on your VAT codes.
  • If you add VAT amounts, it will override QuickBooks calculation. It allows rounding differences between QuickBooks and other 3rd party applications.

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