How to Import Expenses into QuickBooks Online?

by James Antonio

Entering business expenses manually one by one would be a cumbersome task and an error-prone activity too. Fortunately, there is functionality in QuickBooks Online which will help you in importing the expenses data in QuickBooks Online. We will try to cover all the aspects of business expenses that you may need to record in your accounting software.

Importing Expenses older than 90 Days

As we all know, that once you connect your bank account or credit card account to QuickBooks Online, it will automatically download all the transactions for the past 90 days in the bank feed section.

But if you want to import the expenses incurred through credit card which were made before 90 days, then you will have to download the transactions file from your credit card or bank account in CSV format and then manually upload it in QuickBooks Online.

Expenses incurred while Travelling

So, you may have to incur some little business expenses while travelling and it is quite possible that you will have to pay these expenses in cash. You can follow the below practices to correctly record expenses while travelling:

  • You can use third-party apps which will automatically upload the expenses in QuickBooks Online, all you have to do is to click the snap of the receipt.
  • You can also click the picture of the receipt and upload it manually in the QuickBooks Online.

It is better to click the photo instantly and upload the data in QuickBooks instead of saving the receipt for a later period of time.

Recording Cash Expenses Manually

If you are recording cash expenses manually, follow the below steps:

Step 1. Click on the plus sign and go to the supplier’s section.

Step 2. Select the expense and choose the payee from the drop-down menu.

Step 3. Now select the cash account and enter the purchase date, note down the cash as a payment mode.

Step 4. Now enter the details and description of the expenses like amount, date, etc. Add the details of any sales tax paid.

Step 5. Click on save as a final action and repeat for multiple transactions.

How can I Enter Multiple Expenses in QuickBooks Online?

You need to click on the Accounting menu > Chart of Accounts > select account and select expense from the drop-down arrow beside check, now enter all the necessary information, and click on save.

Can I Edit Multiple Expenses in QuickBooks Online?

You need to click on expenses > select the bill or transaction that you want to edit, click the payment hyperlink under the paid status and date to open the transactions. Now change the account on the bank and credit account box and click on save and close.

What is the Meaning of Reconciling in QuickBooks?

Reconcile in QuickBooks means that the transactions in your QuickBooks account match with the real time credit card or bank statement.

Can you throw some light on Categorization of the Expenses in QuickBooks Online?

First, click on expenses and then expenses beside vendors, now click on the box beside the date column against the transactions you wish to categorize and click on the drop-down arrow beside the batch actions and click categorized selected.

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:
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Accountant Basic

*See our Pricing for up to 10 Company Files.

$499/- Per Year

Pricing includes coverage for users
  • Services Include:
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  • Unlimited Users
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  • 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.

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