How to Import Invoices into QuickBooks from Excel?

by James Antonio

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.

Import Invoices into QuickBooks from Excel

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.

Here is the list of steps to import invoice:

  • 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

  • Locate Lists menu, then click Chart of Accounts
  • Hit on New
  • Choose Account Type

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
  • If any Duplicate record found, there displays three options choose the suitable one to resolve the errors
  • Click Apply / Apply to all and then hit on Save

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.

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.

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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

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Language Support

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Pricing Model

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Customer Types

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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.

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