What can I import into QuickBooks?
- Invoices can be imported with multiple line items OR as a total value for each invoice.
- Multi-Currency is supported
- VAT codes are mapped so no need to change your VAT codes to QuickBooks VAT code formats before importing. Learn more about common VAT codes.
- Note: We recommend that no more than 100 invoices are imported at any one time.
Step 1: Open the Import Invoices tool
- Select the Gear icon on the Toolbar.
- Under Tools, choose Import Data.
- Select Import Invoices.
Note: You can also access this tool by going to Sales > Invoices. Then, select the New invoice drop-down, and choose Import invoices.
Step 2: Upload your CSV file
- Please Preview what's required to import invoices. There is also an example data file available.
- Once you're happy you have all the mandatory fields, please Browse & select your .csv file.
- NOTE: If no line item is present QuickBooks will populate this field with a generic item called 'Sales'
- Next you have the option to auto create any new customers or line items that are not in QuickBooks Online. If you would like to auto create customers and/or line items then please check the applicable option(s) and select Next.
Step 3: Map column headings
- Note mandatory fields are marked as *. Other fields not present require Not Applicable to be selected.
- Select the date format you have used, e.g. DD/MM/YYYY
- Select your VAT option if applicable; Exclusive or Inclusive. This option is not available if VAT is not set up in QuickBooks.
- On the final mapping page please map your VAT codes to those of QuickBooks, then select Next.
- At this stage any mapping issues will be highlighted so you can go back and resolve them.
Step 4: Import invoices
- Mapping completed, you will see a summary of your import as shown below. Select Start Import and the import process will begin.
- Once completed, an import summary will be displayed. If any invoices fail to import, note why, then select All Done and you'll be greeted with a final completion summary, select OK to finish.
Capabilities & Limitations
What do I need to know?
- The following list import methods should be considered if you have a large volume of new customers or products/services to import:
- New product/service items are created as services and can be edited after importing.
- Discounts, credit notes and negative amounts in general are not supported.
- When new customers are imported, if no currency is specified QuickBooks assumes the customers home currency is GBP
- When invoices have multiple line items please ensure each line entry specifies the invoice number, customer, Invoice Date etc, as seen in the example csv file, specifically invoice 1001.
- Notes for VAT:
- Important: VAT must be enabled in QuickBooks to import transactions with VAT amounts.
- If VAT is not applicable/turned on in QuickBooks then VAT codes & VAT amounts are not required, plus your sample file will not contain VAT columns.
- If VAT is applicable/turned on in QuickBooks then VAT coding will be required, plus your sample file will contain VAT columns.
- QuickBooks will calculate VAT based on the VAT code IF no VAT amount is specified.
- When a VAT amount is specified, the amount will override any calculation that would normally be made by QuickBooks. This allows for any rounding differences between QuickBooks and other 3rd party applications.
- To retain invoice numbering in your csv file, please ensure Custom Transaction Numbers is switched ON
- Select the Gear icon at the top, then Account and Settings (or Company Settings).
- Select Sales tab, navigate to the Sales Form Content.
- Click on the edit icon and change Custom Transaction Numbers from Off to On using the checkbox, then select Save