Importing Invoices into QB Desktop

Yes, it is, @mbrightman. I'm here to help you import invoice transactions using CSV or Excel files in QuickBooks Desktop (QBDT).

In QBDT, to import a CSV file, you'll have to install first the QuickBooks Import Excel and CSV toolkit. Let me guide you how:

1. Access the file download window for the toolkit, then click Save.
2. Next, head to your Windows Desktop, then select Save.
3. Then, double-click QuickBooks_Import_Excel_and_CSV.exe on your Windows desktop to open the WinZip Self-Extractor window.
4. Click Browse, choose the folder where you want to install the toolkit (such as your Desktop), then select OK.
5. Select Unzip to extract the contents, and then click Close to close the WinZip Self-Extractor window.
6. Then, open the QuickBooks Import Excel and CSV folder from the location you selected in step 4.

Then, there are several options you can choose to import invoice transactions using Excel files. To learn more about it, feel free to visit this article: Import or export MS Excel files.

I've also added this link for more information about importing or exporting transactions in QBDT: Import and export data in QuickBooks Desktop.

Also, it's recommended to create a backup copy first before doing any changes to your company file. This is to ensure you have the original data that you can restore at any time in case of data loss or damage.

I'm always around if you have any other concerns importing invoice transactions in QBDT. Feel free to post your reply below. I'd be happy to assist you further. Have a great day ahead.

@mbrightman 

Prepare Invoice data with the following template

then utilize one of these paid importer tools

https://transactionpro.grsm.io/qbd

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

Can I import CSV on Quickbooks Online?

Thank you for joining this thread, theofficelady7.

Yes, you can import data into QuickBooks Online using a CSV file. 

These are the following information you can import using CSV file:

• Bank Data
• Customers
• Vendors
• Chart of Accounts
• Products and Services
• Invoices

To import data to QuickBooks Online:

1. Log in to your QuickBooks Online account.
2. Go to the Gear icon.
3. Under TOOLS, select Import data.
4. Choose the information you want import.
5. Browse the CSV file, then complete the following instructions.

I've included this article for more information and for commonly asked questions about importing data to QuickBooks Online.

Also, if you're trying to import CSV file for bank transactions, you can check out this link to guide you through the process: Format CSV files in Excel to get bank transactions into QuickBooks.

Please don't hesitate to reach the Community or leave a comment below for follow up questions. I'm always here to help. Have a good day!

Let me provide some insights about importing Excel data in QuickBooks, @Anonymous.

There are several options available when importing Excel files from QuickBooks. If you wish to utilize the Standard import, here's what you need to do:

1. Proceed to the File menu and select Utilities.
2. Select Import and then choose Excel Files.
3. If you get the Add/Edit Multiple List Entries window, click No.
4. Follow the wizard in importing files.
   • Select the type of data.
   • QuickBooks opens a formatted excel spreadsheet. Once you have entered your information, saved the file, and closed it, you will be given the option to Add My Data Now.
   • Review results and view Data in QuickBooks.
   • Select Close when done.

For detailed info, please check out this article: Import or export MS Excel files. It also contains steps for other option in importing Excel file. 

You can also use CSV file or a third party application in importing your file in QuickBooks. 

Additionally, let me share this link to help mport or export info with QuickBooks Desktop: Import and export data in QuickBooks Desktop.

Feel free to leave a comment below if you have further concerns with importing invoices using Excel file. I'll be happy to help. Keep safe!

@Anonymous 

You have to use a 3rd party tool to import transactions in XLS format as I mentioned earlier.

Just adding this here for anyone else looking for clarification on importing batch invoices into QBO. The issue is you can’t with Sales Tax. I’ve gotten the error a few times that says QBO doesn’t support importing sales tax data at this time. I’ve confirmed with an agent. If you’re a business that uses QBO and you pay sales tax on your invoices from vendors /  suppliers , you have to manually add them for now or, use QuickBooks desktop. I’m not sure there are any third party apps that can do this and bypass that sales tax issue while a companies sales tax is turned on. Hope this helps folks in the future. 

@Cmccourt 

Have you explored to use a 3rd party tool?

https://transactionpro.grsm.io/qbo

To the OP - what did you end up doing? I have been looking for this very same topic on QB support and the web, without success. Seems to me that QB should be advanced enough to do something simple like this, but all I've found is recommendations for 3rd party apps or a list of steps to importing without necessarily your question being answered. 

jdjintx - wondering what you ended up doing -- I'm in the same boat as you. QB doesn't seem to have an easy answer.

In QB Desktop, when you try the File --> Utility --> Import --> Excel Files, there is no option for "Invoices".  Only "Customers", "Vendors", and "Products I Sell".  In the Advanced Setup tab under Mappings the only options are "Customers", "Vendors", "Item", and "Account".

What is the ACTUAL, process for importing invoices into QBDT?

Thanks for joining the thread, Base 12 Design.

The steps you've shared is correct when importing Customer, Vendor, Items, and Chart of Accounts from an Excel spreadsheet in QuickBooks Desktop. However, you'll need a 3rd party application to import invoices.

To do this, you can follow the instruction provided by Fiat or look a third party software that has the capabilities using this link: QuickBooks Apps.

You can learn more about QBDT's export and import capabilities by visiting this link: Export, import, and edit IIF files.

When you've discovered the app that suits your needs, you can read this page for references in case you need to reconcile your accounts later: Reconcile an account in QuickBooks Desktop.

If you need anything else in QuickBooks, let us know. We're available to help at any time.

@Base 12 Design 

You need to use the IIF feature to import Invoices data in XLS format. Otherwise, prepare your data with the following template

then use one of these importer tools

https://get.transactionpro.com/qbd

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

@Base 12 Design 

You can use one of these tools to import transactions in XLS formats

 https://get.transactionpro.com/qbd

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

Can I import the actual template for the invoice? With AI, our clients invoices are getting more and more complex and are more specific to their reading bots. I have a specific format I need to use for an invoice for a large client, but I see that i can only import DES files and have no idea how to put it in that format.

I used the QB template editor to create the invoice, but I can't match the data fields as the bot needs them side by side, and the automated data fields are above and below.

I need INVOICE NUMBER then in the next box #22222 when I try to use the data field it's:

INVOICE NUMBER

#22222

and I can't edit it to be the way I need it. 

how do i edit data fields? Is there a software add on that I can use for this?

Kate [removed].

Hello there, @kateferguson.

I'm here to ensure you can import and customize your invoice template accordingly.

In QuickBooks Desktop, you're right that you can only use DES files to import invoice templates. Also, note that there are instances that some fields and data might change after importing it into the system.

Fortunately, you can customize your invoice template to ensure it has all your preferred information and field locations. Let me guide you on how.

1. Go to the List menu, then select Templates.
2. Find and click the template you want to update, then press Ctrl+E.
3. On the Basic Customization window, select the Layout Designer tab.
4. From there, move the fields based on your preferred order.
5. Click OK to save the recent changes.

On the other hand, you can also utilize third-party applications to help you carry out your tasks from this website: Apps for QuickBooks Desktop Marketplace | Intuit.

Moreover, you might want to review this material to guide you on dealing with different template concerns: Fix common issues when you use and customize templates.

Feel free to comment in the thread if you have additional questions about importing and customizing invoice templates or other related concerns in QuickBooks desktop. We're always here to lend a hand.