How to Import Multiple Invoices into QuickBooks At Once

This article emphasizes how to import multiple invoices into QuickBooks at once, you must know if you are using spreadsheets for recording invoices and you are willing to start using QuickBooks to track them going forward, you can import them into QuickBooks by adopting the import multiple invoices functionality. This feature introduced by Intuit’s QuickBooks Online will save time as well as efforts for its users.

Note: You must be aware of importing invoices into QuickBooks first if you want to import invoices but in case of importing multiple invoices into QuickBooks Online at one go, without any delays start your reading from here.

Don’t have QuickBooks Online Advanced? Contact our QuickBooks Support expertise and they will find the right QuickBooks version for you by analyzing your requirements so that you can do your work without any difficulties or with no problems. Anytime when you seek help, don’t hesitate to just drop a call on our 24/7 technical error support helpline number +1-855-441-4417. 

What you can and can’t import do while importing Multiple Invoices into QBO

Here you will know what you can do and what you can’t do while importing multiple invoices at once into QuickBooks Online. Look at the below to know about it:

What you can 

  • You are able to import a maximum of 100 invoices at once and per spreadsheet, it also allows a 1,000-row limit.
  • Invoices can be imported with single or multiple line items.
  • You are also eligible to import a large number of customers or vendors as well as products or services.

What you can’t

  • You aren’t able to add discounts, credit memos, and negative amounts in general.

Steps to Import Multiple Invoices into QuickBooks Online at once

Either you import invoices or import multiple invoices into QuickBooks at once you must have to prepare the spreadsheet. So from here, list out the steps taken to import multiple invoices into QuickBooks Online at once and also follow it in the given order to make it easy for you. Steps are straight out down:

Step 1: Prepare your Spreadsheet

Here in this step, before you are importing your invoices, you have to ensure that whatever you entered in the spreadsheet looks good.

  • You have to fill the details in the required columns. These are:
  1. Invoice Number
  2. Customer
  3. Invoice Date
  4. Due Date
  5. Item amount
  6. Item Tax code

Note: Always keep note if your invoice has multiple line items, then you have to check out that each line entry has a separate invoice number, customer, invoice date, due date, item amount, and Item tax code as similar in the sample spreadsheet.

  • In the spreadsheet, you have to add the tax rate in your invoices only if you collect taxes. At the time of importing you are able to map the tax codes previously created by you into QuickBooks tax codes.
  • You are able to map all the headings of the column to the invoice fields during the import. You must be aware of what is the need for importing invoices and how to download the sample spreadsheet. 

Note: Suppose you add new products or services, customers, and suppliers in your spreadsheet then make sure you also add them in QuickBooks before start to import.

Step 2: Turn on Custom Transaction Numbers

Here in this step, for tracking your invoices if you use numbers simply turn on the custom transaction number in QuickBooks. If this feature is not turned on then QuickBooks will number the invoices for you automatically. At that moment, QuickBooks decide the numbers according to the custom transactions.

  • To begin, go to the Settings ⚙ and then choose the Account and Settings by clicking on it
  • Choose the Sales tab and then choose the Edit ✎ inside the Sales form content section
  • Choose the Custom Transaction Numbers
  • In the end, simply hit the Save option and then click on the Done option to end it

Step 3: Upload your Spreadsheet

Here in this step, you need to upload the spreadsheet so that you can easily start with the import. Steps to do this are:

  • First of all. You have to reach Settings  ⚙ and then choose the Import data by clicking on it
  • Choose Invoices
  • It is an optional step, depending on you, whether you want to do it or not. you can add new customers, products, and services under the Browse button
  • Now choose Browse and then interrogate and click on the spreadsheet of your invoices.

Note: if you are importing new customers without selecting the currencies then by default QuickBooks uses it as INR. If the multicurrency functionality is turned on, it determines that you can import invoices in foreign currencies i.e currencies work throughout the USA.

Step 4: Map your Import Fields

Here in this step, you have to ensure that your spreadsheet’s heading column must match with the QuickBooks fields. To check it now follow the below steps:

  • You have to map the column headers with the invoice fields in QuickBooks. Fields that ends with an asterisk(*) indicating that the fields are mandatory or needs to be filled
  • Choose Not applicable for any of the fields who data are not in your spreadsheet

Note: If you browse for a product or service that is not recently added. QuickBooks populates with a generic item named Sales

  • Choose the date format, you want to use. Such as DD/MM/YYYY, MM/DD/YYYY, and YYYY/MM/DD.
  • Now choose Exclusive and Inclusive as your tax option. To check out this option you must refer to how to set up GST in QuickBooks. To know completely about this, get in touch with us
  • Choose the Next option

Map your Tax Codes

  • Ensure that your GST codes are matched with those setup in QuickBooks
  • Choose the Next option by clicking on it

Map your Place of Supplies

  • Ensure that your place of supply are matched with those setup in QuickBooks
  • Choose the Next option by clicking on it

Step 5: Import Invoices

Once all the above steps have been completed successfully and you map the fields then review the summary of the report. If everything represents good then Choose Start Import. Otherwise, first, all the problems make it correct.

On the other hand, once you are done then move the following straight out below:

  • Hit the OK button only if all the invoices willing to import are successfully imported
  • If some invoices are failed to import then check out why and move further by clicking on Done to end the process

Basic Notes for GST

Below we discuss some points that you need to know when importing multiple invoices into QuickBooks in one go. 

  • If you are willing to import invoices concerning include GST then it is turned on automatically in your QuickBooks without doing any operation manually
  • In your spreadsheet, you must have to mention GST rates
  • If you are not added GST amounts then QuickBooks will do it for you by calculating based on your GST codes
  • If you added GST amounts then the QuickBooks override the default amounts calculated through GST Codes automatically. It authorizes rounding to differentiate between Third-party applications and QuickBooks
  • Ensure that the Place of Supply set for a particular invoice must match with the GSTIN to verify intra-state and inter-state sales. If any discrepancies occur, QuickBooks will show an error message, firstly fix that issue then proceed with the further.

The EndMost Note

Thanks for coming to us and trust Wizxpert for encountering your QuickBooks hassles. From us, hopefully, you will get the best and innovative solutions to fix your query on how to import multiple invoices into QuickBooks at once. But if the query persists and you are unable to fix it on your own, list out the other difficulties you are facing, firstly try to manually fix it by referring to this article otherwise get connected with our Intuit Certified ProAdvisors through the 24/7 technical error support helpline number +1-855-441-4417. 

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