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Import multiple invoices at once in QuickBooks Online

by Intuit• Updated 2 days ago

Learn how to import multiple invoices to QuickBooks Online in one go.

You can import more than one invoice at a time in QuickBooks Online.

Prerequisites

Before you begin, add any new products or services, customers, and suppliers to QuickBooks Online and prepare a spreadsheet containing your invoices. 

Whether you use an existing spreadsheet or copy your invoices into a sample file provided by QuickBooks Online, it needs to meet these requirements:

  • Each line item needs its own invoice number, customer, invoice date, due date, item amount, and item tax code.
  • Each imported spreadsheet can contain up to 1,000 rows.
  • You can import a maximum of 100 invoices at a time.
  • You can't add negative charges, such as discounts or credit notes.
  1. You can use an existing spreadsheet if it's in .csv format and contains the following columns: 
    • Invoice number
    • Customer
    • Invoice date
    • Due date
    • Item amount
    • Item tax code
  2. If you collect VAT, just add the VAT rate in your invoices to the spreadsheet. When importing, you can map the VAT codes you've created into QuickBooks VAT codes.

To get a sample file to fill out, go to Settings ⚙ and select Import data. Then select Invoices and select Download an example.

Upload your spreadsheet

Upload your spreadsheet so you can start the import.

Note: If you have new imported customers without setting its proper currency, QuickBooks assumes the currency is ZAR. If you have multicurrency turned on, you can import invoices in foreign currencies.

  1. Go to Settings ⚙ and select Import data.
  2. Select Invoices.
  3. (Optional) Select the checkboxes to add new customers or products and services that don't already exist in QuickBooks.
  4. Select Browse and then find and select the spreadsheet for your invoices.
  5. Select Next.
  6. Map the column headers with QuickBooks Online’s invoice fields.
    • 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.
  7. Select the date format you used, like D/M/YYYY.
  8. Select Exclusive or Inclusive as your VAT option. To see this option, set up tax codes in QuickBooks.
  9. Select Next.
  10. Match your tax codes to those set up in QuickBooks.
  11. Select Next.
  12. After you've mapped the fields, review the summary of your import. If everything looks good, select Start import.
  13. Once you’re done:
    • Select OK if all your invoices have been imported successfully.
  14. If some invoices fail to import, note why, then select Done.

Notes:

  • If you have prepared the CSV by following the steps but are unable to import the file, it may be due to a corrupted file error. To fix this, copy all the data into a new CSV file, save it to replace the potentially corrupted file, and try to import it again.
  • If you are using QuickBooks Online Plus, you can manually edit an imported invoice to include class or location.

Tip: Here are other articles our customers find useful on importing data:

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