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skenjalo73
Level 1

Creating and Importing Contractor Excel Invoice to QB

My company is a brokerage for the oil and gas industry. I deal only with landman contractors. I need to know how to set it up to import the excel invoices submitted by my contractors into QB so I don't have to continue entering all the data manually. I know I have to create Items but I'd really like some advice on the best most efficient way to accomplish the goal.

 

Thank you!!

Solved
Best answer March 29, 2021

Best Answers
BigRedConsulting
Community Champion

Creating and Importing Contractor Excel Invoice to QB

Use the BRC IIF Transaction Creator Pro  to help you import Invoices from an Excel worksheet.

It will also automatically add new items that are encountered to the IIF file using the item type of your choice.

View solution in original post

5 Comments 5
Fiat Lux - ASIA
Level 15

Creating and Importing Contractor Excel Invoice to QB

You may utilize the IIF feature to import Invoices data.

https://quickbooks.intuit.com/learn-support/en-us/manage-lists/iif-overview-import-kit-sample-files-...

 

If you are not familiar with it, you have other options to utilize an importer tool

https://transactionpro.grsm.io/qbd

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

 

BigRedConsulting
Community Champion

Creating and Importing Contractor Excel Invoice to QB

Use the BRC IIF Transaction Creator Pro  to help you import Invoices from an Excel worksheet.

It will also automatically add new items that are encountered to the IIF file using the item type of your choice.

View solution in original post

ahill17
Level 1

Creating and Importing Contractor Excel Invoice to QB

I am in the same situation...were you able to make this work for you?

CharleneMae_F
QuickBooks Team

Creating and Importing Contractor Excel Invoice to QB

We can import invoices to QuickBooks Desktop using an Intuit Interchange Format (.IIF) file, ahill17.

 

Before proceeding, QuickBooks uses ASCII text, TSV (Tab-Separated Value) files to import or export lists/transactions. Please refer to this article to ensure that you're using the correct one: IIF Overview: Import Kit, Sample Files, and Headers.

 

Once verified, you can follow these steps to import your transactions. 
 

  1. Sign in to your company file as the Admin.
  2. Click the File menu at the top and select Switch to Single-user Mode.
  3. Click the File menu again and select Utilities.
  4. Select Import and choose IIF Files.
  5. Look for the .IIF file and click Open.
  6. Click OK.

For more details, please see this article: Export, Import, and Edit IIF Files.

 

Aside from using IIF, you can also look for a file converter online. Then, follow the steps to import the data again.

 

Additionally, I've included these articles that'll help you learn more about importing IIF files in QuickBooks Desktop:

 

 

Feel free to comment down below if you have any other concerns or questions about importing transactions. I'm always glad to help in any way I can.

Fiat Lux - ASIA
Level 15

Creating and Importing Contractor Excel Invoice to QB

@ahill17 

Prepare your Bills data with the following template

VendorTransaction DateRefNumberBill DueTermsMemoAddress Line1Address Line2Address Line3Address Line4Address CityAddress StateAddress PostalCodeAddress CountryVendor Acct NoExpenses AccountExpenses AmountExpenses MemoExpenses ClassExpenses CustomerExpenses BillableItems ItemItems QtyItems DescriptionItems CostItems ClassItems CustomerItems BillableUnit of MeasureAP AccountCurrencyExchange Rate
Bell Telephone01/09/2020123#########Net 30Office TelephoneBell Telephone1 Main Street  NewtonNY12345USA Telephone1000Sales Line              
Bell Telephone01/09/2020123#########Net 30Office TelephoneBell Telephone1 Main Street  NewtonNY12345USA Telephone500Service Line              
Ajax Lumber01/09/2020400#########Net 30RepairsAjax Lumber200 Smith Street  AnytownNY11111USA Repairs750Front Door              
Green Taxi Company01/09/2020500#########Net 30Taxi to AirportGreen Taxi Company1 North Street  AnytownNY11111USA       Part 11Part #120  N    
Green Taxi Company01/09/2020500#########Net 30Taxi to AirportGreen Taxi Company1 North Street  AnytownNY11111USA Travel25VT Trip ABC CompanyY           
Green Taxi Company01/09/2020500#########Net 30Taxi to AirportGreen Taxi Company1 North Street  AnytownNY11111USA Travel25CA Trip DEF CompanyN           
Green Taxi Company01/09/2020500#########Net 30Taxi to AirportGreen Taxi Company1 North Street  AnytownNY11111USA Travel25FL Trip              
Parts R Us01/09/20201200#########Net 30 Parts R Us18 South Street  AnytownNY 12345USA       Widget A1Widget A10 John DoeY    

 

then utilize one of the importer tools as I mentioned earlier.

 

Another option, consider having a billing management app to integrate with your QBD. You will find multiple ways to quickly import your bills, with little to no manual entry required.

https://billcom.grsm.io/qbd

https://plooto.grsm.io/quickbooks

 

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