How to Import Bills into QuickBooks Desktop Using Dancing Numbers

Import Bills into QuickBooks Desktop You can easily import bills from Excel to your QuickBooks Desktop directly through Dancing Numbers […]

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.

Save Time, Reduce Errors, and Improve Accuracy

Dancing Numbers helps small businesses, entrepreneurs, and CPAs to do smart transferring of data to and from QuickBooks Desktop. Utilize import, export, and delete services of Dancing Numbers software.

*No credit card required

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 files 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.

dancing numbers
Import Bills into QuickBooks Desktop

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.

Import Bills into QuickBooks Desktop1
Import Bills into QuickBooks Desktop2

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.

Import Bills int QuickBooks Desktop
Import Bills int QuickBooks Desktop1
Import Bills int QuickBooks Desktop2

For more detailed instructions on the steps go through this article.

Mapping QuickBooks Fields

Field NameFormatDescription
Bill/Ref No*Text (Max Length: 20 Characters)This shows the 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, lookup(configured through Import settings)    
CurrencyTextCurrency Code the transaction.
Date*DateThe date on which transaction has been done
Bill DueThe date 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 CharactersThe first line of the address.
Address Line 2Text Length, not more than 41 Characters)A second line of the address.
Address Line 3Text length should not be more than 41 Characters)The third line of the address.
Address Line 4Text Length 41 CharactersThe fourth line of the address.
Address Line 5Text max length should be: 41 Characters)The fifth line of the address.
CityA text whose max length is 31 CharactersCity name.
StateText (Max Length: 21 Characters) Test should not be more than 21 charactersA region 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 be more than 159 charactersExpense Account related to 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, Lookup(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)The expense related to the Sales rep
Product/Service*Reference TextRelated to the item which can be matched with custom fields Full name, lookup  
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 the expense

Customer reference can be done from the below options.
Customer Lookup Strategies with Import Settings- Full Name, First Name, Company Name, Account NO., Resale NO., Custom Field, Lookup
Product/Service BillableBillable, Not Billable, Has Been BilledProducts that 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.

Accounting Professionals, CPA, Enterprises, Owners
Accounting Professionals

Looking for a professional expert to get the right assistance for your problems? Here, we have a team of professional and experienced team members to fix your technical, functional, data transfer, installation, update, upgrade, or data migrations errors. We are here at Dancing Numbers available to assist you with all your queries. To fix these queries you can get in touch with us via a toll-free number
+1-800-596-0806 or chat with experts.

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

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

Yes. It will be supported.

Will your application support Multi-Line Transactions?

Yes. However, the same Bills Number required mentioning in multiple lines to group the transactions.

I made some mistakes in the Import process and my QuickBooks reports have been corrupted. Can I undo or revert my Import?

It is possible to undo the import partially/ completely with the Delete feature available.

Does your app support taxes?

Yes. It supports

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?

Yes. It is. You can do auto-create unavailable products/ services or you can also skip it during the Import process.

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

No. It needs to specify the specific date format as MM/DD/YYYY

Do you have any sample templates?

Yes. We do have. Sample Template

File types supported by your application?

XLS, XLSX, etc are Supported File Formats

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