How to Import Bills into QuickBooks Desktop Using Dancing Numbers

by James Antonio

Import Bills into QuickBooks Desktop

You can easily import bills from Excel to your QuickBooks Desktop directly through Dancing Numbers (Desktop). This tool is built exclusively for QuickBooks Desktop. Dancing numbers support QuickBooks Desktop Premier, Pro, Accountant, and Enterprise editions.

You can download a free trial of the software easily from the Dancing Numbers Website. Follow the below-mentioned steps to get step by a step installation procedure.

Steps for Importing Bills to QuickBooks Desktop

Step 1 – For the selection of file click “Select your file”, you can also click “Browse File” to browse and choose the desired file from the local computer, alternatively you can click the View Sample file to go to the dancing number sample file.

Step 2 – Mapping: Now in the second step set up the mapping of the file column related to QuickBooks fields. Dancing numbers template file do this step automatically, to use it download the Dancing Numbers template file.

Step 3 – Review and Import: To review your file data on the preview screen, just click on “next” which shows your file data before Importing to QuickBooks.

For more details instruction of the steps go through this article.

Mapping QuickBooks Fields

Field NameFormatDescription
Bill/Ref No*Text (Max Length: 20 Characters)This shows reference number for the transaction. By default, this value is used only for internal processing by Dancing Numbers Transactions (Desktop), and QuickBooks auto-generates a new value. This can be changed in the import settings.
Vendor *Max text length should be 41 characters  Transactions vendor reference which can be matched by Full name, first name, company name, account no, tax id, custom field, look up(configured through Import settings)    
CurrencyTextCurrency Code the transaction.
Date*DateDate on which transaction has been done
Bill DueDate on which it is pendingDue Date on which payment of the transaction is due.
TermsMax Text Length: 31 CharactersReference to the terms for the Bill.
Address Line 1Text Length Max : 41 CharactersFirst line of the address.
Address Line 2Text Length not more than: 41 Characters)Second line of the address.
Address Line 3Text length should not be more than 41 Characters)Third line of the address.
Address Line 4Text Length 41 CharactersFourth line of the address.
Address Line 5Text max length should be : 41 Characters)Fifth line of the address.
CityText whose max length is 31 CharactersCity name.
StateText (Max Length: 21 Characters) Test should not be more than 21 charactersRegion including a country
Postal CodeText (Max Length: 13 Characters)Areas postal code ( ZIP code for Canada and USA    
CountryText (Max Length: 31 Characters)Country name.
AP Account*Reference Text whose Max Length should be 159 Characters)Account payable.
MemoText (Max Length: 4095 Characters)Note related to Bill Transaction.
Exchange RateIt should be in DecimalGiven currency’s exchange rate
Expense Account *Text length should not more than 159 charactersExpense Account related with billing.
Name or Account Number can be given.
Expense Amount *DecimalExpense line amount
Expense MemoText (Max Length: 4095 Characters)Note about expense line
Expense CustomerReference Text (Max Length: 209 Characters)Customer related expense.
which can be matched by Full Name, First Name, Company Name, Account NO., Resale NO, Custom Field, Look up(configured via  Import Settings)
Expense BillableBillable, Not Billable, Has Been BilledStatus of billable expense
Expense ClassIt should be in text and not more than 159 charactersRelated to the Class of the expenses
Expense Sales RepReference Text (Max Length: 5 Characters)Expense related to the Sales rep
Product/Service*Reference TextRelated to the item which can be matched with custom fields Full name, look up  
Inventory SiteReference Text (Max Length: 31 Characters)Item site reference
Inventory Site BINReference Text (Max Length: 31 Characters)Related to the Item BIN corresponding to the Site. It needs to be specified in the Site in BIN format.
Product/Service QuantityDecimalThe Quantity of the Item.
Product/Service RateDecimalPrice of unit
Product/Service Amount *DecimalThe Total Amount of the product. It is not required if Line Item Quantity & Line Item Rate are present.
Serial NoText (Max Length: 4095 Characters)Serial number of Bill
Lot NoText (Max Length: 40 Characters)Lot number related to bills
Product/Service DescriptionText (Max Length: 4095 Characters)Any description of Product or service
Unit Of MeasureReference Text (Max Length: 31 Characters)Measuring unit
Product/Service CustomerReference Text (Max Length: 209 Characters) It needs to be in text and not more than 209 charactersCustomer reference to expense

Customer reference can be done from below options.
Customer Look up Strategies with Import Settings- Full Name, First Name, Company Name, Account NO., Resale NO., Custom Field, Look up
Product/Service BillableBillable, Not Billable, Has Been BilledProducts which needs billing
Product/Service Sales RepReference Text (Max Length: 5 Characters)Product or service sales rep
Product/Service ClassReference Text (Max Length: 159 Characters)Class of product
Amount DueDecimalThe total bill amount due as per  the bill
  Open AmountDecimalThe amount remaining to pay
Unique IDInternal QuickBooks IDA unique Number assigned by QuickBooks

Import Settings

A host of powerful customizations for your file data is available with Import Settings on the Top Right Corner.


Many users would have some questions while moving data to your QuickBooks Desktop. Some of the questions are mentioned below:

Que. I want to import Bills including Bills Numbers from the File. Will it be supported?
Yes. It will be supported.

Que. Will your application support Multi-Line Transactions?
Ans. Yes. However, the same Bills Number required mentioning in multiple lines to group the transactions.

Que. I made some mistakes in the Import process and my QuickBooks reports have been corrupted. Can I undo or revert my Import?
Ans. It is possible to undo the import partially/ completely with the Delete feature available.

Que. Does your app support taxes?
Ans. Yes. It supports

Que. I don’t want to create products automatically for my bills; also I am unable to create products before each upload. Will it be supported?
Ans. Yes. It is. You can do auto-create unavailable products/ services or you can also skip it during the Import process.

Que. My file has some specific date format. I don’t want to change the file. Will your product support all date formats?
Ans. No. It needs to specify the specific date format as MM/DD/YYYY

Que. Do you have any sample templates?
Ans. Yes. We do have. Sample Template

Que. File types supported by your application?
Ans. XLS, XLSX, etc are Supported File Formats

Que. Where to contact if I am stuck?
Ans. Feel free to drop an email to

Features of Dancing Numbers for QuickBooks Desktop





How Dancing Numbers Will Help You


Dancing Numbers is SaaS-based software that can easily be integrated with your QuickBooks account. You can import, export, and delete lists or transactions from your company file. Using Dancing Numbers you can simplify and automate the process, saving time and increasing productivity. Just fill in a few fields and apply the relevant features to complete the task.

It saves your time and money that you can invest in your business. It has no human errors, works automatically, provides a user-friendly interface (easy to use and learn), and more. You can also have access to the comprehensive features set if you use it to import, export, and delete services.

Supported Entities/Lists

Dancing Numbers supports all QuickBooks entities that are mentioned below:-

Customer Transactions

Receive Payment
Credit Memo/Return Receipt
Sales Receipt
Sales Order
Statement Charge

Vendor Transactions

Bill Payment
Purchase Order
Item Receipt
Vendor Credit

Banking Transactions

Journal Entry
Transfer Funds
Bank Statement
Credit Card Statement
Credit Card Charge
Credit Card Credit

Employee Transaction / List

Time Tracking
Employee Payroll
Wage Items


Inventory Adjustment
Inventory Transfer
Vehicle Mileage

Technical Details

Devices Supported

  • Windows


  • On Premise

Language Support

  • English

Pricing Model

  • Annual Subscription

Customer Types

  • Small Business
  • Medium Business



Importer, Exporter & Deleter

*See our Pricing for up to 3 Company Files

$199/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Unlimited Export
  • Unlimited Import
  • Unlimited Delete


Accountant Basic

*See our Pricing for up to 10 Company Files.

$499/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Importer,Exporter,Deleter
  • Unlimited Users
  • Unlimited Records
  • Upto 10 companies


Accountant Pro

*See our Pricing for up to 20 Company Files.

$899/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Importer, Exporter, Deleter
  • Unlimited Users
  • Unlimited Records
  • Up to 20 companies


Accountant Premium

*See our Pricing for up to 50 Company Files.

$1999/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Importer, Exporter, Deleter
  • Unlimited Users
  • Unlimited Records
  • Up to 50 companies

Frequently Asked Questions

How and What all can I Export in Dancing Numbers?

You need to click "Start" to Export data From QuickBooks Desktop using Dancing Numbers, and In the export process, you need to select the type you want to export, like lists, transactions, etc. After that, apply the filters, select the fields, and then do the export.

You can export a Chart of Accounts, Customers, Items, and all the available transactions from QuickBooks Desktop.

How can I Import in Dancing Numbers?

To use the service, you have to open both the software QuickBooks and Dancing Numbers on your system. To import the data, you have to update the Dancing Numbers file and then map the fields and import it.

How can I Delete in Dancing Numbers?

In the Delete process, select the file, lists, or transactions you want to delete, then apply the filters on the file and then click on the Delete option.

How can I import Credit Card charges into QuickBooks Desktop?

First of all, Click the Import (Start) available on the Home Screen. For selecting the file, click on "select your file," Alternatively, you can also click "Browse file" to browse and choose the desired file. You can also click on the "View sample file" to go to the Dancing Numbers sample file. Then, set up the mapping of the file column related to QuickBooks fields. To review your file data on the preview screen, just click on "next," which shows your file data.

Which file types are supported by Dancing Numbers?

XLS, XLXS, etc., are supported file formats by Dancing Numbers.

What is the pricing range of the Dancing Numbers subscription Plan?

Dancing Numbers offers four varieties of plans. The most popular one is the basic plan and the Accountant basic, the Accountant pro, and Accountant Premium.

How can I contact the customer service of Dancing Numbers if any issue arises after purchasing?

We provide you support through different channels (Email/Chat/Phone) for your issues, doubts, and queries. We are always available to resolve your issues related to Sales, Technical Queries/Issues, and ON boarding questions in real-time. You can even get the benefits of anytime availability of Premium support for all your issues.

How can I Import Price Level List into QuickBooks Desktop through Dancing Numbers?

First, click the import button on the Home Screen. Then click "Select your file" from your system. Next, set up the mapping of the file column related to the QuickBooks field. Dancing Numbers template file does this automatically; you just need to download the Dancing Number Template file.

To review your file data on the preview screen, just click on "next," which shows your file data.

Get Support

The Bulk Import, Export, and Deletion can be performed with just an easy single-click. We offer a simplified process that assures you that you will be able to focus on your core work.

Are you worried about losing your time with error-prone software? Worry no more. Our error-free add-on lets you focus on your work and boost your productivity rate to a considerable extent.

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