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Intuit

Import your bills in QuickBooks Online

Learn how to import purchase bills in batches to QuickBooks Online.

Do you need to import a batch of purchase bills quickly into QuickBooks Online? If you're a QuickBooks Online user, you can easily do this.

What can I import into QuickBooks Online?​
  • Bills can be imported with multiple line items or as a total value for each bill.
  • Multicurrency is supported.
  • GST codes are mapped so you don't need to change your GST codes to QuickBooks Online GST code formats before importing.

Note: We recommend that no more than 100 bills are imported at one time.

Step 1: Prep your CSV file

Before you import your data, you need to prep your CSV (or Excel) file accurately. The following columns are required:

  • Bill no.
  • Supplier
  • Bill Date
  • Due Date
  • Account
  • Line Amount
  • Line Tax Code



You'll be able to map each of your column headings to QuickBooks bill fields during the import flow. There is also an example of a data file available for you to download.

  • Note: If your CSV file contains new suppliers and accounts, you must import or add new suppliers, accounts, and customers before uploading your CSV file. 

Step 2: Upload your CSV file

  1. Go to Settings ⚙️.
  2. Select Import Data.
  3. Select Bills.
  4. Review what's required to import bills. There is also an example of a data file available.
  5. Once you have all the mandatory fields, select Browse, then select your .csv file.
  6. Select Open, then select NextNote: You are required to populate the Line Account field even if you are only importing bill totals.

Note: If your CSV file contains new suppliers and accounts, you must import or add new suppliers, accounts, and customers before uploading the file.

​​​

Step 3: Map your column headings

Note: Mandatory fields are marked as *.

  1. Select the date format you have used, ex. D/M/YYYY.
  2. Select your GST option (if applicable); Exclusive or Inclusive (option not available if GST is not set up in QuickBooks Online).
    User-added image
  3. On the final mapping page, map your tax codes to those of QuickBooks Online, then select Next. Any mapping issues will be highlighted so you can go back and resolve them. 

Step 4: Start the import and review the results

  1. You will see a summary of your import. Select Start Import and the import process will begin.
  2. Once completed, an import summary will be displayed. Note any bills that didn't import and why, then select Done and you'll see a final completion summary.
  3. Select OK to finish.

Capabilities and limitations

What do I need to know?​

  • GST must be enabled in QuickBooks Online to import transactions with GST amounts.
  • If GST is not applicable/turned on in QuickBooks Online, then GST codes and GST amounts are not required, plus your sample file will not contain GST columns.
  • If GST is applicable/turned on in QuickBooks Online, then GST coding will be required, plus your sample file will contain GST columns.
  • QuickBooks will calculate GST based on the GST code if no GST amount is specified.
  • When a GST amount is specified, the amount will override any calculation that would normally be made by QuickBooks Online. This allows for any rounding differences between QuickBooks Online and 3rd party applications.

To retain Bill numbering in your CSV file, please ensure Custom transaction numbers is turned On.

  1. Go to Settings ⚙️, then select Company Settings.
  2. Select Sales.
  3. In the Sales form content section, select the Edit ✎ icon and change Custom transaction numbers from Off to On.
  4. Select Save, then select Done.

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