Importing invoices from Excel

We have a few updates, PGVicky. 

Memos on the imported Invoices will show on the Message on statement field. We may want to enter our memo manually once they are imported. I'll surely send this feedback to our engineers and have the option to also enter a Memo on the Message on invoice box. 

You can check out these article for more details on how to manage invoices: 

• Create invoices in QuickBooks Online
• Add stock products in QuickBooks Online
• Add, customise, or remove logos on sales forms

I'll be here if you have further questions. Take care!

Why does the sample invoice that shows you what information can be imported from excel, show the memo data in the invoice message box? 

Hey there, PGVicky.

I'd be glad to help you import your invoice template in QuickBooks Online. Before importing your invoice template, ensure that your excel spreadsheets are ready and in a format that is accepted by QuickBooks. 

To ensure the message field will not show on the statement box, you may need to review your template mapping before importing into QuickBooks.

You can check this link in checking and ensuring your invoice fields are mapped correctly: Download instructions & samples.

Also, I'm including this article to sere as your guide when importing your templates in QuickBooks: Import custom form styles for invoices or estimates.

You can always get back to me if you have any other importing concerns. I'll stick around to help you out.

Can someone please try importing the sample data which is given in the instructions? The Memo column goes into the 'message on statement'box. It's not something I am doing wrong, I think it is an error with the software. If someone could check though, that'd be great.

Hello PGVicky, 

When you upload your excel document into Quickbooks, when it asks you to map it do you map the memo to memo? or do you select something different?

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@Fiat Lux - ASIA wrote:

@PGVicky 

Utilize the trial period of this 3rd party importer tool. Did you see any difference?

https://transactionpro.grsm.io/qbo

 

The template seperates memo/message and private note

BillAddrCountry

ShipAddrLine1

ShipAddrLine2

ShipAddrLine3

ShipAddrLine4

ShipAddrCity

ShipAddrState

ShipAddrPostalCode

ShipAddrCountry

PrivateNote

Msg

BillEmail

BillEmailCc

BillEmailBcc

Currency

ExchangeRate

Deposit

ToBePrinted

ToBeEmailed

AllowIPNPayment

AllowOnlineCreditCardPayment

AllowOnlineACHPayment

ShipAmt

ShipItem

DiscountAmt

DiscountRate

TaxRate

TaxAmt

DiscountTaxable

LineServiceDate

LineItem

LineDesc

LineQty

LineUnitPrice

LineAmount

LineClass

LineTaxable

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MP3 Player

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Suite 2000

Dallas

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Special Handling

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Suite 2000

Dallas

TX

99875

Special Handling

Thank you for your order!

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0

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@Fiat Lux - ASIA @Thank you so much. This worked perfectly

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@Ashleigh1 wrote:

Hello PGVicky, 

 

When you upload your excel document into Quickbooks, when it asks you to map it do you map the memo to memo? or do you select something different?

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Hi. It's an error with the example and instructions. The memo column should go into the'Show on statement' box, not the 'Show on invoice' box.

There appears to be a place for "Memo", but that's only internal to QBO users.

My issue is that on the import, it doesn't show me the an option for (show on invoice box).

Is this a missing feature, or am I missing something?

Hello George28,

When mapping the Memo field, it will show in the Message on statement field of the invoice and when creating a statement. 

You can enter the details in the Message on invoice manually or Copy&Paste the ones in the Message on statement field.

We appreciate that feedback about the importing process, we'll take it into consideration for product updates.

Let us know if you have additional queries so we can assist you more.

I note that there isn't a class field in the sample invoice import file. Could you please confirm whether when importing invoicing data the class (profit centre) can be included. Many thanks

Hello Amanda01, 

There is no column for class on the sample file for importing invoices and there will be no option to map it into QuickBooks if you add the column in. You will have to add the classes in manually after the invoices are imported. 

@Amanda01 

Utilize the trial period of TPI for Online

https://transactionpro.grsm.io/qbo

When would we need to use a third party app to import invoices from Excel vs just using the import invoice function in QB? Everybody is telling me to use an app but I'm not sure why. thanks 

Hi Sharon!

I think other contributors, like Fiat Lux - ASIA, are just letting you know that there are third-party apps out there that you can use to import invoices. This feature in QuickBooks supports an Excel format, and it's free. If you're importing invoices from other formats, maybe a third-party app can help.

Please don't hesitate to go back to this thread if you have other questions about importing invoices.

@sharon01 

You may need a 3rd party app to import certain data field (e.g Class) as I mentioned earlier.

I guess the engineers didn't like this idea. Two years later and I'm still unable to enter a message on the invoice vs. the statement when importing a batch into Quickbooks. It's a bit counterproductive to import 50 or so invoices and then have to edit each one just to add a message, which in my case is different on each. See how time consuming that can be? And for the amount of money I already dish out for QBO, WHY WHY WHY would I need a third-party app just to do this simple task? 

Adding insult to injury: after two years of this thread running QBO devs can't be bothered to update their own incorrect guidance on this point.

Hi

i'm wondering why this has not been resolved yet

Hi has this been resolved yet

Hi shifra1 Once you have imported the invoices into QuickBooks you would have to manually add the message to the memo section as the information is input into the message displayed on statement field. I appreciate that this has been the case for quite sometime and that the information on the preview what's required section states otherwise. I will certainly submit the feedback from previous posts to our developers and hopefully they will be able to update the import invoices function.