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Import multiple invoices at once in QuickBooks Online

by Intuit Updated 2 weeks 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 apply VAT, just add the VAT codes in your invoices to the spreadsheet. To make sure the VAT codes in your spreadsheet are in sync with the QuickBooks VAT codes, you can map them when importing your file. Find out more about common VAT codes.
  3. You can map each of your column headers onto the invoice fields during the import. Take a look at which fields are mandatory and 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. Note: If you've imported new customers without setting their 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 headers match with the QuickBooks invoice fields.

  1. Map the column headers with the QuickBooks invoice fields. 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. Next to Invoice Date, select the date format you used, like D/M/YYYY. Note: While importing the invoices, ensure that the invoice dates are in the present or the past. Invoices with future dates will not be imported.
  4. Next to Item Amount, select Exclusiveof tax or Inclusiveof tax as your VAT option. To see this option, set up VAT in QuickBooks.
  5. Select Next.

Map your VAT codes

  1. Map your VAT codes onto those set up in QuickBooks.
  2. 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 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 replace the potentially corrupted file, and try to 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 spreadsheet shouldn't have values in VAT columns.
  • If you apply VAT, then you need to map your VAT codes. Your sample spreadsheet should have values in 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.

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

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