Invoice import "cant match customers"

Good to see your post here, Brianchaves.

I'll make sure you'll be able to import CSV file with an invoice in QuickBooks Online (QBO).

When importing your bank transactions, there are certain factors to consider.
 

• Make sure the file is in a CSV (comma-separated values) format.
• Ensure to save your data as a CSV or Comma delimited.
• Check if the file has blank lines if it does delete them.
• Please make sure to select the column header labels (from the dropdowns) that match the column header labels in your CSV file.
• Your CSV file should contain the following information: Date, Description, and Amount.

Check out the additional pointers below that will guide you in reformatting your CSV file:

• 0's are not allowed anywhere in the file, e.g Rs. 0 should be left blank
• Commas for thousands are not allowed either e.g 2,111 should be 2111
• Other special characters such as #, %, and & are not allowed
• Correct any transactions with the amount shown in the description column

Please know that the standard date format is dd/mm/yyyy (01/02/20). I would also recommend shortening your description so that the program will be able to easily read your bank transactions.

Once verified, you can re-import your transactions following the correct format. Here's an article for more information and steps on importing these files, see this article: Manually upload transactions into QuickBooks Online.

For instructions on how to match transactions from the banking page, check out this guide for more insights into this process: Categorize and match online bank transactions in QuickBooks Online.

Feel free to visit these links about reconciliation in QBO as a reference for your next step:

• Reconcile an account in QuickBooks Online
• Learn the reconcile workflow in QuickBooks

Keep me posted if you have additional questions about QuickBooks. Please know that I've got your back. Wishing you the best.

Hi Mod,

The file set up seems to be completely correct so I am unsure why I am getting the error stating that the Customer does not match what is in Quickbooks. 

Thanks for getting back to us and for making sure your setup is accurate, @Brianchaves.

I'll share some insights on how we can get around this issue so can seamlessly upload your invoices to QuickBooks Online (QBO).

I suggest logging out and logging back in to refresh your account. This also aids in the implementation of the updates. Import your invoice again once logged in to double-check.

If the issue persists, I recommend contacting our support team. One of our live agents can look into your account and determine why you received the error message. Here's how to get in touch with them.

1. Go to the (?) Help icon.
2. Select the Search tab.
3. Click Contact Us.
4. Enter a brief discussion of your concern and click Continue.
5. Select either Chat with us (if you preferred messaging) or Give us a call.

Please ensure to check their support hours to know when agents are available.

Once you're all set, you might want to check out this article that can help you in printing your invoices: Email or print multiple invoices and sales forms.

I'm all ears if you need more help uploading your invoices or with any QBO-related concerns you may have. Stay safe and more power to your business!

I am having the same problem with a customer who has been in QB for 10 years and previously was able to import invoices for this customer.

I appreciate you for bringing this to our attention, @TastevinFC.

I'd be glad to help and provide information for you to import invoices for your customer in QuickBooks Online (QBO).

As my colleague @Charies_M said, when importing bank transactions, there are factors to consider. Which is making sure that your file is saved in a CSV format. Also, remember to save your data as a CSV or comma-delimited file. Before uploading your CSV file, please check for any blank lines and delete them if present. It's also important to select the column header labels that match the column header labels in your CSV file from the dropdowns. Your CSV file must contain the following information: Date, Description, and Amount.

Furthermore, check out the additional pointers below that guide you in reformating your CSV file:

• 0's are not allowed anywhere in the file, e.g Rs. 0 should be left blank
• Commas for thousands are not allowed either e.g 2,111 should be 2111
• Other special characters such as #, %, and & are not allowed
• Correct any transactions with the amount shown in the description column

It's important to note that the standard date format is dd/mm/yyyy. I recommend to consider shortening your transaction descriptions for easier reading.

After verifying your information, you can re-import your invoice transactions using the correct format. For more information and steps on importing files, please see this article: Manually upload transactions into QuickBooks Online.

I'll also add this article to guide you in reconciling your accounts so they always match your bank and credit card statements: Reconcile an account.

Feel free to click the Reply button below if you have other questions about importing invoices. I'm always here to help. 

There were 2 problems causing the error "can't match customer" while importing invoices from a .csv file. One problem is that the display name “Grand Ecuyer, Ouest Peter Jones” contains a comma.  The other problem is the parent member “Other Local Members”.  The solution is that at least for this particular member, you can define the member to have a parent member, but in the .csv import file, you need to simply omit the parent member, so instead of

Other Local Members:Grand Ecuyer Ouest, Peter Jones

In the .csv import file you use

Grand Ecuyer Ouest Peter Jones

You can keep the parent member in the member definition in the QB Member section, but you have to delete the comma in the “Display Name” in the member definition in the QB member section.

I am getting the same error. What can I do?

Thank you for chiming into this thread, @JennyM3.

If you experience an error message while importing a CSV file with an invoice, it's likely due to a mismatch between the customer's name. To address this, match the names in the CSV file to your QuickBooks Online account. Once you've made the necessary changes to the file, you can re-import it with the updated information.

Make sure to remember these tips before you start importing files:

•  You can upload 100 invoices simultaneously with a restriction of 1,000 rows per spreadsheet
• You can import invoices with single or multiple line items
• You can't apply discounts, credit memos, or negative amounts in general

It's advisable to check the import guide and the sample CSV to understand the correct methods of importing files. Please refer to the steps below:

1. Go to the Gear icon and select Import data.
2. Click Invoices.
3.  On the Import Invoices page, find the Download Import Guide and download the sample CSV file hyperlinks.
4. After downloading the file, please ensure to check and review it thoroughly.

Moreover, I'll add these articles to assist you in moving your existing list and run a basic report to view the invoices to QuickBooks: 

• Move your list to QBO
• Run basic financial reports

Please let us know if you have quires about QuickBooks concerns. I'm here to help. Take care.

This is a QB issue that I am having since the update the last few months.  I literally export the customer list to use as my billing file and there are only 5 of my over 800 customers that this is happening to. Everything I have tried to resolve hasn't worked.  These are long-term customers and not new.  Please fix this issue.

Hi there, Kparts2024.

I want to make sure that you receive the assistance you need. 

Just to confirm, you were trying to export a customer list from QuickBooks Online and only 5 out of your 800 customers were exported. Did you come across any error messages during this process? Additionally, could you please let me know what methods you have tried in order to resolve the issue? This information will help me better understand the situation and provide you with the most accurate assistance possible.

We're looking forward to hearing from you. Have a great day!

I have just encountered the same problem. I have never had an issue importing invoices but today the message saying the customer doesn't exist has appeared. These are also long standing customers. I have even copied the customer name from the CSV file and pasted into the QB customer (eventhough I know it is the same format) and no change. Have you resolved the issue? I have hundreds of invoices to import (I have separated these into less than 100 per CSV spreadsheet in case this has caused an issue) so not an option to input these manually

Let me share some details about the error you've encountered when importing invoices in QuickBooks Online (QBO), SUZGF.

The error can be caused by the added column, unaccepted symbols, or file of the source document that couldn't convert when importing the data. We recommend to check your spreadsheet’s column headers match with the QuickBooks invoice fields, especially in the customer column. Here's how: 

1. Map the column headers with invoice fields in QuickBooks. Fields with an asterisk (*) are required.
2. Choose Not applicable for any fields not in your spreadsheet. 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. Press Next.

For more details on how to import invoices, you can check out this article: Import multiple invoices at once. It contains complete instructions from the document to map the items. If the same thing happens, we can log in to your account using an incognito browser. Private browser prevents saving cache and cookies that sometimes cause errors when running frequently visited websites. Here are the useful shortcut keys you can use to access one:

• Ctrl+ Shift + N for Google Chrome 
• Ctrl + Shift + P for Mozilla Firefox and Microsoft Edge 
• Command + Shift + N for Safari 

If it works, return to your default browser and clear its cache. Every so often the cache becomes overwhelmed with older data which can potentially cause viewing and performance issues. Clearing it will refresh the system, and you'll be able to work with a clean slate. Switching to another compatible one to help rectify the issue.

I’ve also included this reference if you need to add specific information to your sales forms: Customize invoices, estimates, and sales receipts in QuickBooks Online. It has instructions about changing email messages and setting up a default customized template.

You can always reply in the comment section if you need assistance aside from importing invoices or other product-related concerns. I'll get back to make sure everything is taken care of for you. 

Hi, I have tried incognito and the problem is the same. The format of the spreadsheet is correct and the customer details are exactly the same on the spreadsheet as they are in QB. Not all of the customers are rejected, some of them will import but many will not. I have not encountered this problem prior to this and have been using QB for the last 3 years with no issue. I have been on chat and the issue has been raised with Tier 2 on 1st May but I have not heard further. I should appreciate a fix for this as soon as possible as manual input of the invoices is not a feasible option in view of volume. 

Thank you for your effort in performing the recommended steps above, SUZGF.

I want this importing issue to be resolved as quickly as possible. 

While I don't have direct access to your account or the ability to provide specific updates, I recommend contacting our support team again so they can provide you with an update on the progress of your case and address this issue promptly. 

In addition, I'd like to offer you this resource that provides guidance on how to send statements to your customers, allowing them to view comprehensive summaries of their invoices, payments, credits, and balances: Create and send customer statements in QuickBooks Online.

Keep me posted if you need further assistance managing your invoices in QuickBooks. I'll be here to provide support. Keep safe.

I also starting having this issue and after copying and pasting the clients to no avail, I checked the .csv file itself to find errors. I downloaded the sample .csv file and copied and pasted the column headers to my .csv file. It worked! I don't know if it somehow got a typo in the spreadsheet that was only affecting certain client names or what, but it seems to have fixed the issue.

Welcome to the Community, mphillips4.

Thank you so much for sharing the solution that worked in this situation with the clients in QuickBooks Online. This is surely helpful to others who have ran into the same issue. Helping fellow QuickBooks users is one reason why the Community is so great. Take care!