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j_byte
Level 2

Import invoices from csv file

I have a file that the invoices are generated elsewhere but I can export a list of invoices into a csv file. Is there anyway to easily convert this to an IIF file so I can import it?

 

The csv file is pretty basic, just customer name, date, invoice number, amount.

Solved
Best answer June 25, 2020

Best Answers
LauraAB
QuickBooks Team

Import invoices from csv file

Hello again j_byte,

 

Having the option to import data into your books can be a great time saver and make sure that all your transactions are in one place for your bookkeeping. I'd be happy to go over the import options for QuickBooks Desktop so you can get to work with entering your invoices.

 

It sounds like you've been looking through the options available in the Import and export data in QuickBooks Desktop article or that you've come across another article that mentions IIF files as a file type you can use to import into the program. QuickBooks Desktop doesn't have a conversion tool for changing a CSV or other file type to an IIF at this time, but you may be able to find such a tool from a third-party service.

 

I do have another solution for you to consider though. In the last post you made, you mentioned using QuickBooks Desktop Premier Accountant edition. Among the unique tools available to accountants in the program is a feature that allows you to batch enter transactions. With this tool, all you'll need to do is set up your spreadsheet to match the column order in the program and then you can copy and paste the data from the CSV file into the QuickBooks company file. Here's an article that goes over this option: Accountant tools: Batch enter transactions

 

You can also take a look to see if the program you're using elsewhere integrates or syncs with QuickBooks Desktop so that you can even more easily enter the transactions. The Apps for QuickBooks Desktop page has a wide variety of applications created by third-party developers with a goal of making managing the books even easier. Put the name of the other program you're using in the search bar and see what comes up. If you don't see it, you can also check in with that program's support team to see if they've developed an integration from their end of things.

 

There are also apps available for importing transactions of various types that you can explore.

 

Give that all a shot. :) Feel free to stop by again!

 

[Edited]

View solution in original post

8 Comments 8
LauraAB
QuickBooks Team

Import invoices from csv file

Hello again j_byte,

 

Having the option to import data into your books can be a great time saver and make sure that all your transactions are in one place for your bookkeeping. I'd be happy to go over the import options for QuickBooks Desktop so you can get to work with entering your invoices.

 

It sounds like you've been looking through the options available in the Import and export data in QuickBooks Desktop article or that you've come across another article that mentions IIF files as a file type you can use to import into the program. QuickBooks Desktop doesn't have a conversion tool for changing a CSV or other file type to an IIF at this time, but you may be able to find such a tool from a third-party service.

 

I do have another solution for you to consider though. In the last post you made, you mentioned using QuickBooks Desktop Premier Accountant edition. Among the unique tools available to accountants in the program is a feature that allows you to batch enter transactions. With this tool, all you'll need to do is set up your spreadsheet to match the column order in the program and then you can copy and paste the data from the CSV file into the QuickBooks company file. Here's an article that goes over this option: Accountant tools: Batch enter transactions

 

You can also take a look to see if the program you're using elsewhere integrates or syncs with QuickBooks Desktop so that you can even more easily enter the transactions. The Apps for QuickBooks Desktop page has a wide variety of applications created by third-party developers with a goal of making managing the books even easier. Put the name of the other program you're using in the search bar and see what comes up. If you don't see it, you can also check in with that program's support team to see if they've developed an integration from their end of things.

 

There are also apps available for importing transactions of various types that you can explore.

 

Give that all a shot. :) Feel free to stop by again!

 

[Edited]

Fiat Lux - ASIA
Level 15

Import invoices from csv file

@j_byte 

You may utilize one of these 3rd party importer tools

https://transactionpro.grsm.io/qbd

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

 

Hope it helps.

j_byte
Level 2

Import invoices from csv file

Quick follow up, I am trying the batch enter transactions and was able to do one, but when I paste a number of transactions the Amount does not paste in. I have tried changing the type of cell from excel but nothing seems to work. Do you have any suggestions?

 

EDIT - after trying a few more times, it seems to be the Item is overwriting the amount to 0.00. Any ideas how to fix this?

Fiat Lux - ASIA
Level 15

Import invoices from csv file

Were you trying to import your data by using one of the apps? Check our profile and send us a private message.

j_byte
Level 2

Import invoices from csv file

No, I was using the batch entry as suggested by Intuit.

LauraAB
QuickBooks Team

Import invoices from csv file

Hello again j_byte,

 

Thanks for following up and letting me know what's going on when you try to use the batch import option outlined in the article I sent you in my original response. I'm glad to hear that you got one done, but I know going one by one can take a lot of time.

 

As I mentioned previously, making sure the columns are all lining up the same in the batch entry tool and in your CSV file. Another thing to watch for is that you don't have extra columns that aren't options to copy and paste in. Since you were able to bring over one successfully, it sounds like things should be lining up, but it doesn't hurt to double check.

 

The next thing you can check is whether you're able to successfully copy and paste the information in a sample company file. This lets us know whether there's something going on with your company file or the program. To open a sample company file, follow these steps.

  1. Select the File menu.
  2. Choose Close company.
  3. On the No company file open window, choose Sample company file.

If it all copies fine in that file, it could mean there's data damage to your company file. Exit out of the sample file the same way as a regular company file and then re-open your usual file. When it's re-opened, follow these steps to try to resolve the issues: Fix data damage on your QuickBooks Desktop company file

 

If you're still having trouble, I invite you to get in touch with the QuickBooks Desktop support team outside of this community forum so an agent can do more in-depth troubleshooting with you. Check out this article to see how to reach support: Intuit QuickBooks Desktop software support policies

 

All the best to you.

j_byte
Level 2

Import invoices from csv file

I have done a lot of trial and error and it is the Item that is causing this issue. Since I am entering a number of invoices I just created one item, but it has a zero value. When I paste in the information (which does line up properly, etc) it changes the amount to zero since the item is defaulted to zero.

Is there anyway I can do this with a different sales item?

LauraAB
QuickBooks Team

Import invoices from csv file

Great work troubleshooting and narrowing down what's happening. That makes sense now. During this process, QuickBooks Desktop is still pulling information from the company file in order to accurately enter the transactions in your books. Since you have a zero value on the item, it's going to be a $0.00 amount on everything. There are two ways to approach this: either edit the amount as you go or create the items as needed in your books and on the invoice so they can map when you're pasting the information to import.

 

As a refresher, you can create new items by going to the Lists menu, choosing Item List, and then select the Item button at the bottom of the window.

 

I encourage you to go with whichever option is best for you and your books.

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