How to import Invoices into QuickBooks Online with Business Importer

main invoices picture

You can import  into QuickBooks Online with Business Importer.

How to : 5 steps

Watch a video guide: How to Import Invoices into QuickBooks Online

To import Invoices into QuickBooks Online (QBO), please, follow 5 simple steps:
1. Sign in to Business Importer and connect it to QuickBooks.
2. Go to Import tab. Upload your Excel file or paste the DropBox or Google.Drive link. Click on the Next button.

*Important Notes for your Invoices list:

Line: Description Type – If specified line will be processed with following rules: DescriptionOnly – show only text line, Subtotal – Subtotal calculated and displayed.

DocNumber (Invoice number)– There are 2 options: 1. You can write your DocNumbers in your Excel file, or 2. Use our Number AutoGeneration function.

Multi-Lined Invoices – You can easily import multilined Invoices into QuickBooks Online, using Business Importer. Read how to do it.

Products Autocreation  function – Enable this function in your Business Importer account. Read how to autocreate products in your QuickBooks Online account.

Line: Tax code name – TAX or NON

import Invoices into QuickBooks Online

Update Invoice – If true app will find the Invoice with the same Invoice number and will update. Read more about the function.

 

3. Choose the list in your Excel, which contains Invoices you want to import into QuickBooks. Click on the Next button.
4. Select Company (you want to import to) and Entity (Invoices), and connect Provider’s labels to Your Labels. Press the Next button.

 import Invoices into QuickBooks Online

 

5. Review if the information is entered correctly and click on the Next button.

Your import is in process. Don’t wait until it’s done – you will be notified by e-mail.
See your Invoices import result in your e-mail or in Scheduled import tab.

How-to Guide – How to import Invoices into QuickBooks online

Here is a small How-to guide that will help you to prepare your Excel properly and create correct mapping:

 

QuickBooks Field Business Importer Name Description Example
DocNumber Invoice number Reference number for the transaction. INV-001
CustomerRef Customer name Name of customer. Please, provide its Display name, as soon as if it is different from the one you meant, invoice will be associated with another customer. Sonnenschein Family Store
AllowOnlineCreditCardPayment Allow Online CreditCard payment true or false, default = false true
AllowOnlineACHPayment Allow Online Bank transfer true or false, default = false true
ApplyTaxAfterDiscount Apply tax after discount 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.
US versions of QuickBooks only.
true
LinkedTxn.TxnId Linked Txn: Id Id or document number of the related transaction. 23345
LinkedTxn.TxnType Linked Txn: Type Transazction type. Ex: Payment, Check, CashPurchase etc. Payment
BillAddr (ShipAddr) Billing address: Line 1 (Shipping address: Line 1) First line of the address.
Maximum of 500 chars.
12 Ocean Dr.
Billing address: Line 2 (Shipping address: Line 2) Second line of the address.
Maximum of 500 chars.
Billing address: Line 3 (Shipping address: Line 3) Third line of the address.
Maximum of 500 chars.
Billing address: City (Shipping address: City) City name.
Maximum of 255 chars.
Half Moon Bay
Billing address: Postal code (Shipping address: Postal code) Postal code (zip code for USA and Canada).
Maximum of 31 chars.
94213
Billing address: Country (Shipping address: Country) Country name.
Maximum of 255 chars.
US
Billing address: Region (Shipping address: Region) Region within a country (state name for USA, province name for Canada).
Maximum of 255 chars.
CA
BillEmail Billing e-mail Identifies the e-mail address where the invoice is sent.
If EmailStatus is NeedToSend, Billing e-mail is required.
payments@intuit.com
ClassRef Class name Reference to the Class associated with the overall transaction. Please, provide only its name. Payments
CurrencyRef Currency Values: USD, AUD, EUR, CAD, etc. EUR
ExchangeRate Exchange Rate Specify it in case Transfer is done not in your home currency. Decimal like 1.23 1.7
CustomerMemo Customer memo User-entered message to the customer; this message is visible to end user on their transactions. Thank you for your business and have a great day!
Custom Field # Custom Field # (Custom Field name) Custom field based on order in your QuickBooks config.
GlobalTaxCalculation Global tax calculation Method in which tax is applied. Allowed values are: TaxExcluded, TaxInclusive, and NotApplicable TaxExcluded
Deposit Deposit The deposit made towards this invoice. 0
DueDate Due date Date when the payment of the transaction is due. Default date format is dd-MM-yyyy. You can change it on Settings page. 09/20/2015
DepartmentRef Location Location of the transaction, as defined using location tracking in QuickBooks Online. Please, provide only its name. Marketing Department
Update Invoice If true app will find Invoice with same Invoice number and will update. true
Line Line: Description Type If specified line will be processed with following rules: DescriptionOnly – show only text line, Subtotal – Subtotal calculated and displayed. Subtotal
Line: Amount The amount of the line item. 10
Line: Description Free form text description of the line item that appears in the printed record. Rock Fountain
Line: Class name Reference to the Class for the line item. Please, provide only its name. Fountain
Line: Product name Reference to an Item object. Please, provide only its name. Rock Fountain
Line: Quantity Number of items for the line. 2
Line: Service date Date when the service is performed. Default date format is dd-MM-yyyy. You can change it on Settings page. 09/20/2015
Line: Tax code name Reference to the TaxCodefor this item. Please, provide only its name. NON
Line: Unit price If used for unit price, the monetary value of the service or product, as expressed in the home currency. You can override the unit price of the subject item by supplying a new value. 14.99
Discount: Amount Amount by which the amount due is reduced. 8.5
Discount: Class name Reference to the Class for the discount item. Please, provide only its name. Fountain
PrivateNote Private note User entered, organization-private note about the transaction. This note does not appear on the invoice to the customer. Summary for sample invoice
SalesTermRef Sales term name Reference to the Term associated with the transaction. Please, provide only its name. Term One
ShipDate Shipping date Date for delivery of goods or services. Default date format is dd-MM-yyyy. You can change it on Settings page. 09/20/2015
ShipMethodRef Shipping method name Reference to the ShipMethod associated with the transaction. Please, provide only its name. UPS
ShippingAmount Shipping amount How much is your shipping cost. ‘Shipping’ functionality should be enabled for your QuickBooks account. 150.25
ShippingTaxCode Shipping tax code name Tax applied to your ‘Shipping amount’. Please, provide only its name. HST ON
TrackingNum Tracking number Shipping provider’s tracking number for the delivery of the goods associated with the transaction. 1Z9999999999999999
TxnDate Invoice date The date entered by the user when this transaction occurred.
For posting transactions, this is the posting date that affects the financial statements. If the date is not supplied, the current date on the server is used. Default date format is dd-MM-yyyy. You can change it on Settings page.
09/20/2015
TxnTaxDetail Total tax Total tax calculated for the transaction, excluding any tax lines manually inserted into the transaction line list. 100
Txn tax code name Reference to the transaction tax code.
TransactionLocationType Transaction Location Type For France only. The account location. Valid values include:WithinFrance(default) FranceOverseas OutsideFranceWithEU OutsideEU FranceOverseas

 

Check out the Invoices import results

There are 5 types of import results.

 import Invoices into QuickBooks Online

Errors in the Invoices import

The most common errors and the ways to solve them.
There are 7 the most common errors made by our clients when they import Invoices into QuickBooks online. To prevent this happening, we have reviewed all of them and given solutions below.

Problem Error occurs Solution Correct example
Wrong date format is used. WARNING Error parsing date 01-14-2015. : Expected format currently MM/dd/yyyy, but you can change it on your profile page. Change date format to MM/dd/yyyy. 01/14/2015
No product in the Invoice. ERROR Invoice 41: Required parameter Line.SalesItemLineDetail is missing in the request. Add product name to the Line: Product name New product
E-mail is incorrect.  Email Address does not conform to the syntax rules of RFC 822. Supplied value:http://www.intuit.com Verify the e-mail and change it to the correct one. beryy@intuit.com
Wrong Amount  Amount is not equal to UnitPrice * Qty. Supplied value:8. The given Quantity & Rate is not equal to given Amount. Please verify those fields. Quantity * Rate = Amount
Tax name is incorrect TaxCode with Name = “tax” is not found in your QuickBooks Online account (New Company). Provide with correct tax name For US: TAX or NON

For non-US: ‘S 20%’ or other real name of your Tax Code

Warning: Product(Service) is not found in your QBO account. Product(Service) with Name = “Design” is not found in your QuickBooks Online account (New Company). Create a new product (service) in your QuickBooks Online account or use auto creation of products – read how to set it. Design
Invalid Currency code ERROR Invoice 41: Invalid or Unsupported currency type supplied. Supplied value:US. Specify Currency code (CurrencyRef) . Choose letters according to ISO 4217. For example, USD, EUR, CAD, GBP. USD

 

Remember, that any question you can address us. We will be glad to help you!
Just leave us a message, call us on (302) 261-3644 or write to support@cloudbusinessltd.com.

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