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Import sales receipts in QuickBooks

by Intuit•6• Updated 1 month ago

Learn how to quickly import sales receipts into QuickBooks Online so you can spend more time running your business.

Before you begin

  • Sales receipts format: Import with multiple line items or as a total value. For multiple lines, each row must include the sales receipt number, customer, and date.
  • VAT: Must be enabled to import VAT amounts. QuickBooks maps VAT codes automatically. If VAT is off, VAT columns aren’t needed. QuickBooks calculates VAT if no amount is provided; otherwise, the CSV amount overrides.
  • Products and categories: Use [category name]:[item name] to assign items to categories. Items cannot be duplicated across categories.
  • Customers and currency: New customers default to GBP if no currency is specified.
  • Other notes: Discounts and negative amounts aren’t supported. Custom transaction numbers must be on to preserve sales receipt numbers.
  • Import limits: We recommend no more than 100 sales receipts at a time. For larger imports, see guides for importing products, customers, or changing item types.
  1. Select the Gear icon.
  2. Under Tools, select Import data.
  3. Select Sales receipts.
  1. Review the required fields and example data file.
  2. Select Browse, then choose the CSV file to upload. Your file can have up to 1,000 rows.
  3. If your CSV has no line items, QuickBooks will use a generic item called Sales.
  4. To automatically create any new customers or line items that don’t exist in QuickBooks, check the relevant options and select Next.
  1. Fill in the mandatory fields marked with an asterisk (*).
    • Fields not needed can be set to Not applicable.
  2. Select the date format used in your CSV (e.g., DD/MM/YYYY).
  3. If VAT is enabled, choose Exclusive of tax or Inclusive of tax.
  4. Map your VAT codes to QuickBooks codes, then select Next.
  5. Any mapping issues will be highlighted, allowing you to correct them before import.
  1. Review the import summary.
  2. Select Start import to begin.
  3. Once the import finishes:
  4. A summary will display which sales receipts were successfully imported.
  5. If any failed, review the reason and make necessary corrections.
  6. Select All done to finish the process, then OK.
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