QuickBooks HelpQuickBooksHelpIntuit

Import multiple invoices at once in QuickBooks Online

by Intuit Updated 3 months 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 vendors or products and services.
  • You can’t add discounts, credit memos, or negative amounts in general.

Important: You can’t import invoices if you set up sales tax in your account.

Step 1: Prepare your spreadsheet

You can create your own spreadsheet, or download a sample file found in the product. To get the sample file, go to Settings ⚙ and select Import data. Then select Invoices and Download sample csv.

Your spreadsheet should be .csv format and have the following columns:

  • Invoice number
  • Customer
  • Invoice date
  • Due date
  • Item amount
  • Note: If your invoices have multiple line items, make sure each line entry has an invoice number, customer, invoice date, and so on.

Important: If your spreadsheet has new products or services, customers, and vendors, be sure to add them in QuickBooks before importing.

Step 2: 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 checkbox to add new customers 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 USD. If you have multicurrency turned on, you can import invoices in foreign currencies.
  5. Select Next.

Step 3: Map your import fields

Make sure your spreadsheet’s column headers match with the QuickBooks invoice 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: QuickBooks populates with a generic item called "sales" for missing products and services.
  3. Select the date format you used, like DD/MM/YYYY.
  4. Select Next.

Step 4: 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.
QuickBooks Online AdvancedQuickBooks Online EssentialsQuickBooks Online Plus

Sign in now for personalized help

See articles customized for your product and join our large community of QuickBooks users.

More like this