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How to Import Invoices into QuickBooks Online (U.S)?


You can bulk/batch import invoices from Excel/spreadsheets/IIF/CSV/Text files directly into QuickBooks Online using SaasAnt Transaction (Online) in a couple of clicks.


Requirements

 Connect your QuickBooks Online  Account to SaasAnt Transaction (Online) App from QuickBooks AppStore by clicking the "Get App Now" button and get the 30 days free trial [No credit card required].


Basic Import Steps

Click on "Upload File" Menu and upload your file

  1. Select your file and spreadsheet which has the invoices that you want to import
  2. Select the QuickBooks  entity as invoices
  3. Set up the Mapping of the columns in your invoice import file to the corresponding fields in QuickBooks  (Refer below Section)
  4. Click Import and your invoices will be directly added to your QuickBooks  company




The important step in the import is to map your file headers to the QuickBooks field in Step 3 of the import. 



SaasAnt Transaction (Onl) Fields

Field NameFormatDescription
Invoice No
21 Characters
Reference number for the transaction. By default, this value is used only for internal processing by SaasAnt Transaction (Online), and QuickBooks auto-generates a new value. This can be changed in the import settings.
CustomerCharactersName of the customer.
Invoice DateDateDate of the transaction.
Due Date
Date
Date when the payment of the transaction is due. If date is not provided, the number of days specified in the SalesTermRef added to the transaction date will be used.
Shipping DateDateDate for the delivery of goods or services.
Ship Via30 CharactersReference to the ShipMethod associated with the transaction.
Tracking No30 CharactersShipping provider's tracking number for the delivery of the goods associated with the transaction.
TermsCharacters
Billing Address Line 1500 CharactersFirst line of the billing address.
Billing Address Line 2500 CharactersSecond line of the billing address.
Billing Address Line 3500 CharactersThird line of the billing address.
Billing Address City255 CharactersCity name.
Billing Address Postal Code31 CharactersZip code.
Billing Address Country255 CharactersCountry name.
Billing Address State255 CharactersState name.
Shipping Address Line 1500 CharactersFirst line of the shipping address.
Shipping Address Line 2500 CharactersSecond line of the shipping address.
Shipping Address Line 3500 CharactersThird line of the shipping address.
Shipping Address City255 CharactersCity name.
Shipping Address Postal Code31 CharactersZip code.
Shipping Address Country255 CharactersCountry name.
Shipping Address State255 CharactersState name.
Memo
4000 CharactersOrganization-private note about the transaction. This note will not appear on the transaction records by default.
Message displayed on invoice1000 CharactersUser-entered message to the customer; this message is visible to end user on their transactions.
Email100 CharactersEmail address. The address format must follow RFC 822 standard.
Email CC100 CharactersCC Email address. The address format must follow RFC 822 standard.
Email BCC100 CharactersBCC Email address. The address format must follow RFC 822 standard.
Print StatusBooleanThe Print status.
Email StatusBooleanThe Email status.
ShippingDecimalThe shipping amount for this transaction.
Sales Tax CodeCharactersThe TaxCode associated with the sales tax for this transaction.
Sales Tax AmountDecimalTotal tax amount for this transaction.
Discount Amount
Decimal
The discount amount. You may enter either a discount percent or a discount amount. If the percent is specified, it will override the amount.
Discount Percent
Decimal
Percentage by which the amount due is reduced, from 0% to 100%. To enter a discount of 8.5% use 8.5, not 0.085. You may enter either a discount percent or a discount amount. If the percent is specified, it will override the amount.
Discount AccountCharacters
Apply Tax after Discount
Boolean
If false or null, calculate the sales tax first, and then apply the discount. If true, subtract the discount first and then calculate the sales tax.
 Service DateDateDate when the service is performed.
Product/ServiceCharactersName of Product/Service
Product/Service Description4000 Characters
Product/Service QuantityDecimalNumber of items for the line.
Product/Service RateDecimal
Product/Service AmountDecimal
Product/Service TaxableBooleanIf TRUE, marks the line amount for Tax calculation.
Product/Service ClassCharactersThe Class name associated with this line.
DepositDecimalThe deposit made towards this invoice.
LocationCharacters
Show Sub TotalBooleanIf TRUE, It will add Sub Total Line
Custom Field Name (1)15 CharactersName of the custom field.
Custom Field Value (1)31 CharactersValue of the custom field.
Custom Field Name (2)15 CharactersName of the custom field.
Custom Field Value (2)31 CharactersValue of the custom field.
Custom Field Name (3)15 CharactersName of the custom field.
Custom Field Value (3)31 CharactersValue of the custom field.
Currency CodeCharactersReference to the Currency in which all amounts on the associated transaction are expressed.
Exchange Rate
Decimal
Default is 1, applicable if multi-currency is enabled for the company.
The number of home currency units it takes to equal one unit of currency specified by Currency Code field.
Enable Online PaymentBooleanSet True to enable Online Payment

Enable Intuit Payment
BooleanSet True to enable Intuit Payment
Enable CreditCard PaymentBooleanSet True to enable Credit card Payment
Enable ACH PaymentBooleanSet True to enable ACH Payment


FAQ's

Most of us would have some questions while moving data to your QuickBooks Online. Some of them for your reference below:

I want to import Invoices with Invoice Numbers from File. Is it supported?

Yes. It is supported. More Info...

Will your application support Multi-Line Transactions?

Yes. It will. More Info...

I made some mistakes in the mapping. Your application imported wrongly. So my QuickBooks file got corrupted. Is there any way to undo or revert?

Sometimes it happens due to the wrong mapping. It is possible to delete the entire transactions which went wrong. Our DELETE feature is the rescue. More Info...

I want to import Invoices using SKU's. Is it supported?

Yes. It is. You need to enable a couple of settings while importing. More Info...

I want to get an email for each upload. Is it possible?

Yes. It is. You need to enable a couple of settings while importing. More Info...

Are there any specific Import Settings?

Yes. We do have a couple of important settings for import. More Info...

Does your app support taxes?

Yes. It does. Tax model for U.S Companies.

I don't want to create products automatically for my invoices. I can't create products before each upload. Is it supported?

Yes. It is. You need to enable a couple of settings while importing. However. you can control this behavior. More Info...

My file has some specific date format. I don't want to change the file. Will your product support all date formats?

Yes. You can select the specific date format as per your requirement. More Info...

Do you have any sample templates?

Yes. We do have. Sample template for Imports.

What are the file types supported by your application?

txt, csv, xls, xlsx files

How do I report the issues if I am stuck?
Feel free to drop an email to
support@saasant.com


Possible Failures & Troubleshooting Tips

The currency of the transaction is invalid for the customer / vendor / account.
The given Currency is different than the default currency of the Customer. Please refer the Customer's Currency in QuickBooks and update the same currency in Currency Field.
Duplicate Document Number Error: You must specify a different number. This number has already been used.
There is another invoice has the same reference number. Please use the another reference number.You have disabled "Assign the Estimate / Invoice / Journal Entry / Sales Receipt Numbers automatically" in Import Settings. By enabling this feature,QBO will automatically assign numbers.
The amount is not equal to Unit Price * Qty supplied value.
The given Quantity & Rate is not equal to the given Amount. Please verify those fields.
You can’t set both an amount and a discount percentage if the amount is not the sum of the discount percentage and the subtotal.
You have given the Discount in Percentage & Real Value. Please use one of the value.
No matching reference found for this account.
Please provide a valid account name in "Discount Account" field.
Email Address does not conform to the syntax rules of RFC 822.
Kindly verify the given email address format. It should be in xxxx@xx.xx format.
The amount is missing in the request.
The Line Item amount is missing for the particular line item.
Please check in QuickBooks company settings if the appropriate preferences are enabled for the successful upload of current data set. E.g:Shipping, Multi-Currency, etc.
If you have provided Shipping Address or Currency, then please make sure you have enabled Shipping & Multi-Currency feature in QuickBooks Online.
Please select a tax code for the shipping line.
Kindly provide the valid tax code in Shipping tax Code Field.
No matching reference found for this customer.
There is no match found for the given Customer Name. 
Please enable "Auto Creation of List Entities (Vendor, Customer)" feature in import settings to create the customer automatically.
Transaction amount (Sum of line amounts) must be 0 or greater.
Please provide a valid (Non-Negative) amount in Line Item Amount Field.
The discount amount must be non-negative.
Please provide a valid (Non-Negative) amount in Line Item Amount Field.


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