How to import Estimates into QuickBooks Online, using Business Importer

estimates

Import Estimates into QuickBooks Online fast and easy, using Business Importer.

How to import Estimates into QuickBooks Online: 5 steps

To import Estimates to 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.

import estimates into QuickBooks Online

 

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

import estimates 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 Estimates import result in your e-mail or in Scheduled import tab.

import estimates into QuickBooks Online

Or check it out at your QuickBooks Online account.

import estimates into QuickBooks Online: result

How-to Guide – How to import Estimates 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 Estimate number Reference number for the transaction. Maximum of 21 chars. 1
TxnDate Estimate date The date entered by the user when this transaction occurred. Default date format is dd-MM-yyyy. You can change it on Settings page. 20/09/2015
TxnStatus Txn status One of the following status settings: Accepted, Closed, Pending, Rejected Accepted
CustomerRef Customer Reference to a Customer or job. Please, provide only its name.
CustomerMemo Customer memo User-entered message to the customer; this message is visible to end user on their transactions. Maximum of 1000 chars.
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
Billing address: Note (Shipping address: Note) Note
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. false
BillEmail Bill e-mail Identifies the e-mail address where the invoice is sent.
If EmailStatus is NeedToSend, Billing e-mail is required.
payments@intuit.com
Print Status Print status PrintStatus is applicable only for Check. Ignored for CreditCard charge or refund. NotSet, NeedToPrint, PrintComplete NeedToPrint
Email Status E-mail status NotSet, NeedToSend, EmailSent NotSet
Custom Field # Custom Field # (Custom Field name) Custom field based on order in your QuickBooks config.
Update Estimate If true app will find Estimate with same Estimate number and will update. true
Line Line: Description Free form text description of the line item that appears in the printed record. Pest Control Services
Line: Amount The amount of the line item. 10.00
Line: Product name Reference to an Item object. When a line lacks an Item it is treated as documentation and the Line.Amount attribute is ignored. Please, provide only its name. Pest Control
Line: Item’s class Reference to the Class for the line item. Please, provide only its name.
Line: Unit price Unit price of the subject item as referenced by ItemRef. 10.00
Line: Quantity Number of items for the line. 25
Line: Tax code Reference to the TaxCodefor this item. Please, provide only its name. NON
Line: Service date Date when the service is performed. Default date format is dd-MM-yyyy. You can change it on Settings page. 20/09/2015
Discount: Amount Amount of the discount. 10.00
DepartmentRef Location Location of the transaction, as defined using location tracking in QuickBooks Online. Please, provide only its name. Marketing Department
SalesTermRef Sales Term Reference to the Term associated with the transaction. Please, provide only its name. Term One
ShipMethodRef Shipping Method 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
GlobalTaxCalculation Global Tax Calculation Method in which tax is applied. Allowed values are: TaxExcluded, TaxInclusive, and NotApplicable TaxExcluded
ExpirationDate Expiration Date Date by which estimate must be accepted before invalidation.
AcceptedDate Accepted Date Date estimate was accepted.
AcceptedBy Accepted By Name of customer who accepted the estimate.
TransactionLocationType Transaction Location Type For France only. For France locales, only. The account location. Valid values include: WithinFrance, FranceOverseas, OutsideFranceWithEU, OutsideEU. Default is WithinFrance. FranceOverseas

 

Check out the Estimates import results

There are 5 types of import results.

 import Invoices into QuickBooks Online

Errors in the Estimates import

The most common errors and the ways to solve them.
There are 5 the most common errors made by our clients when they import Estimates 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 Customer in your QuickBooks Online account ERROR Estimate EST-001: Customer with DisplayName = “Cool Cars” is not found in your QuickBooks Online account (Company first). Business Validation Error: You must select a customer. If the customer isn’t on the list, you can add it by typing the name and pressing Enter.. Please, provide an existing Customer Name. Or create a new one in your QuickBooks Online Account. Cool Cars 2
E-mail is incorrect.  ERROR Customer Cool Cars: 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 correct one. CoolCars@intuit.com
Invalid Currency code ERROR Estimate EST-001: 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
Invalid amount ERROR Estimate EST-003: Amount is not equal to UnitPrice * Qty. Supplied value:40. Provide valid amount. Amount=UnitPrice*Qty 1*35=35

 

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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