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Import multiple invoices at once

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

QuickBooks Online lets you import multiple invoices at once so you can save time. We'll show you how.

What you can and can’t import

  • You can’t add discounts, credit notes, and negative amounts in general.
  • You can import a maximum of 100 invoices at a time and 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 suppliers or products and services.

Step 1: Prep your spreadsheet

Before you import your invoices, make sure everything looks good in your spreadsheet.

  1. Fill in the required columns:
    • Invoice number
    • Customer
    • Invoice date
    • Due date
    • Item amount
    • Item tax code

      Note: If your invoices have multiple line items, make sure each line entry has an invoice number, customer, invoice date, etc. just like in the sample spreadsheet.

  2. If you collect taxes, just add the tax rate in your invoices in the spreadsheet. When importing, you can map the tax codes you created into QuickBooks tax codes.
  3. You can map each of your column headings to the invoice fields during the import. Take a look at what's required to import invoices. Or you download this sample spreadsheet.
    Note: If your spreadsheet has new products or services, customers, and suppliers, be sure to add them in QuickBooks before importing.

Step 2: Turn on custom transaction numbers

If you use numbers to track your invoices, turn on custom transaction numbers in QuickBooks. If you don't turn this on, QuickBooks will automatically number the invoices for you.

  1. Go to Settings ⚙ and select Account and settings.
  2. Select the Sales tab. Then select Edit ✎ in the Sales form content section.
  3. Select Custom transaction numbers and turn on the option.
  4. Select Save and then Done.

Step 3: Upload your spreadsheet

Upload your spreadsheet so you can start with the import.

  1. Go to Settings ⚙ and select Import data.
  2. Select Invoices.
  3. (Optional) Under the Browse button, you can select the checkboxes to add new customers, products, and services 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 INR. If you have multicurrency turned on, you can import invoices in foreign currencies.
  5. Select Next.

Step 4: Map your import fields

Make sure your spreadsheet’s column headings match with QuickBooks 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: If product or service isn’t added, QuickBooks populates with a generic item called "sales".
  3. Select the date format you used, like DD/MM/YYYY.
  4. Select Exclusive or Inclusive as your tax option. To see this option, set up GST in QuickBooks.
  5. Select Next.

Map your tax codes

  1. Match your GST codes to those setup in QuickBooks.
  2. Select Next.

Map your place of supplies

  1. Match your place of supply with those setup in QuickBooks.
  2. Select Next.

Step 5: Import invoices

After you map 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 are imported.
  • If some invoices fail to import, note why, then select Done.

Notes for GST:

  • If you want to import invoices with GST, it is automatically turned on in your QuickBooks.
  • You need to enter GST rates in your spreadsheet.
  • If you don’t add GST amounts, QuickBooks will calculate based on your GST codes.
  • If you add GST amounts, it will override QuickBooks calculation. It allows rounding differences between QuickBooks and other 3rd party applications.
  • The Place of Supply set for each invoice needs to match with your GSTIN to verify intra-state and inter-state sales. QuickBooks displays an error if there are any discrepancies. For example, if your GSTIN is 29APPCK7465F1Z1 (which indicates your state of operation to be Karnataka), your invoice Place of Supply is set to Goa and tax is set to GST 18%, QuickBooks will show an error since this is an inter-state sale.
  • There will be an error if tax type isn’t applicable to GST registration type.  For example, you can't use the GST tax codes for SEZ GST registration type.

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

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