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
- 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.
- Go to Settings ⚙ and select Import data.
- Select Invoices.
- (Optional) Select the checkbox to add new customers that don't already exist in QuickBooks.
- 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.
- Select Next.
Step 3: Map your import fields
Make sure your spreadsheet’s column headers match with the QuickBooks invoice fields.
- Map the column headers with invoice fields in QuickBooks. Fields with an asterisk (*) are required.
- Select Not applicable for any fields not in your spreadsheet.
Note: QuickBooks populates with a generic item called "sales" for missing products and services.
- Select the date format you used, like DD/MM/YYYY.
- 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.