How to Import Invoices into QuickBooks from Excel?

The organization often switches from Excel to QuickBooks to enhance their productivity. Thus require to import data including invoice, text […]

The organization often switches from Excel to QuickBooks to enhance their productivity. Thus require to import data including invoice, text files, reports, CSV files, XLS files into the downloaded accounting software. QuickBooks is the most rapidly increasing accounting software that allows import and export of all your existing data in excel and vice-versa. This article will cover relevant information on how to import invoices into QuickBooks from Excel.

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Pre-requirements to Import Invoices:

  • QuickBooks Import Excel
  • CSV Toolkit

CSV Files:

CSV referred to simple text files comprises of tabular information. Each field of these files is isolated through a comma. Every spreadsheet is comparable with the CSV format.

Toolkit Elements:

  • CSV Examples Folder
  • XLS Example Folder
  • Permitted fields
Import Invoices into QuickBooks from Excel

How to Install the CSV Tool Kit & QuickBooks Import Excel?

  • Locate file download page for the toolkit and then choose Save
  • Discover Windows Desktop and then click Save
  • Double click on the files named QuickBooks_Import_Excel_and_CSV.exe to display WinZip Self-Extractor dialog box
  • Choose Browse, pick the folder where you wish to install the toolkit and then hit on OK
  • Click Unzip if you need to extract the folders and then choose Close
  • Browse and open the folder with QuickBooks Import Excel & CSV content from the preferred location

Method to Import Excel Files into QuickBooks:

QuickBooks allows users to import Vendor, invoices, Chart of Accounts, Customer, Items from an Excel spreadsheet. The following are widely used options available to import excel files.

Alternative 1: Standard import

  • Open a formatted Excel spreadsheet in which you can fill your information
  • Save the file and close it
  • Now, you can check results and monitor your data in QuickBooks.

Steps to Import Invoices into QuickBooks

  • Locate File option, choose Utilities, click Import and then hit on Excel Files
  • If you receive the Add Multiple list Entries Dialog window then Hit on No
  • Follow on-screen instructions in the wizard for importing documents like
  • Choose the data types
  • QuickBooks displays a formatted excel spreadsheet
  • Fill the required information, save the document and close it
  • Click on Add My Data Now option
  • Check results and monitor data
  • Click on close button once done

Alternate 2: Advanced import

In case you did not have CSV file or Excel then you need to follow the steps below for items:

Step 1: Switch on Inventory Preferences

  • Login company file as Admin mode
  • Ensure you are on the Single-user mode if not follow the instructions:
  • Locate the File menu
  • Search for Switch to Multi-user mode. If not, choose Switch to Single-user Mode
  • Discover Edit Menu and click on Preferences
  • Choose Items & Inventory located on the left corner, and then locate Company Preference option
  • Hit on Inventory & Purchase Orders are Active button and then click OK

Step 2: Set up Accounts

Step 3: Make your Data by Selecting below-mentioned items

  • Item name
  • Sub items
  • Parent items
  • Item Description
  • Income amount
  • Inventory Asset Account
  • COGS Account name
  • On-hand Quantity
  • Sales price
  • Date
  • Total Value

Step 4: Generate the Spreadsheet

By referring guidance make the spreadsheet

Step 5: Be Ready to Import

Ensure that you are aware of the exact location of the Excel spreadsheet document. Follow the instructions to set up QuickBooks sync along with the spreadsheet:

  • Login QuickBooks
  • Locate and open a folder with company contents
  • Backup company file.

Step 6: Import the spreadsheet

  • Discover File option, choose Utilities and then click Import
  • Hit on Excel files
  • Choose Advanced Import. Follow the given guidance:

     Setup a mapping:

  • Choose Browse and then select the Excel file
  • Pick the suitable sheet in the Excel workbook
  • Click on This data file has header rows button to recognize the listed headers from your document
  • Discover drop-down named Choose a mapping and then click Add New

   Mapping dialog box:

  • Write the name of the field and choose the data you want to import from drop-down named Import Type
  • Check and match the data columns and QuickBooks, then choose Save
  • Click on Preview to view the mapping
  • Click Import to finish the import

Alternate 3: Add Multiple Lists

QuickBooks permits you to edit or integrate vendors, multiple customers & items. This includes information like name, description, type and more and unable to import invoices, bank statements, bills, etc. Here are the steps you need to follow:

  • Go to lists tab, choose Add/Edit Multiple List Entries
  • Locate the drop-down named list and then select the list you wish to operate with
  • Search a specific record in the list
  • Choose the button which says Customize option to select the preferred columns listed in Edit Multiple List
  • Set the Default option to return to view the columns
  • Choose a column and then hit on Add located in the left corner of the screen
  • Click Remove to remove the selected column
  • You can use Move up /Move down to choose the column for rearranging the order of the column
  • Click OK
  • Add the entries by selecting the suitable fields
  • Hit on Save Changes
  • While importing invoices you need to follow the steps to resolve the issues:
  • Locate the error location
  • Update the fields with relevant detail to resolve the issues
  • Click on Save Changes
  • You have to repeat the execution until all issues are solved.
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