You can import Bills into QuickBooks Online with Business Importer.
Bills import to QuickBooks Online: 5 steps
To import Bills into QuickBooks Online (QBO), please, follow 5 simple steps:
1. Sign in to Business Importer and connect it to QuickBooks.
2. Go to Import tab. Upload your Excel file or paste the DropBox or Google.Drive link. Click on the Next button.
*Important Notes for your Bills list:
AP account – Many/most small businesses have a single AP account, so the account can be implied. Accounts Payable (A/P), by default.
Billable status – Valid values: Billable, NotBillable, HasBeenBilled.
Update Bills – If true app will find Bills with the same Bills number and will update. Read more about the function.
DocNumber (Bill number) – There are 2 options: 1. You can write your DocNumbers in your Excel file, or 2. Use our Number AutoGeneration function.
3. Choose the list in your Excel, which contains Bills you want to import into QuickBooks. Click on the Next button.
4. Select Company (you want to import to) and Entity (Bills), and connect Provider’s labels to Your Labels. Press the Next button.
5. Review if the information is entered correctly and click on the Next button.
Your import is in process. Don’t wait until it’s done – you will be notified by e-mail.
See your Bills import result in your e-mail or in Scheduled import tab.
How-to Guide – How to import Bills into QuickBooks online
Here is a small How-to guide that will help you to prepare your Excel properly and create correct mapping:
|QuickBooks Field||Business Importer Name||Description||Example|
|DocNumber||Bill number||Reference number for the transaction.||1|
|VendorRef||Vendor||Reference to the vendor for this transaction. Please, provide only its name.||Norton Lumber and Building Materials|
|TxnDate||Txn date||The date entered by the user when this transaction occurred. Default date format is dd-MM-yyyy. You can change it on Settings page.||09/20/2015|
|DueDate||Due date||Date when the payment of the transaction is due. Default date format is dd-MM-yyyy. You can change it on Settings page.||09/20/2015|
|PrivateNote||Private note||User entered, organization-private note about the transaction. This note does not appear on the invoice to the customer. This field maps to the Memo field on the Invoice form. Maximum of 4000 chars.|
|APAccountRef||AP account||Specifies which AP account the bill will be credited to. Many/most small businesses have a single AP account, so the account can be implied. When specified, the account must be a Liability account, and further, the sub-type must be of type Payables . We strongly recommend that the AP Account be explicitly specified in all cases as companies that have more then one AP account will encounter unexpected errors when relating transactions to each other. Please, provide only its name or number.||Accounts Payable (A/P)|
|GlobalTaxCalculation||Global tax calculation||Method in which tax is applied. Allowed values are: TaxExcluded, TaxInclusive, and NotApplicable||TaxExcluded|
|SalesTermRef||Sales term||Reference to the Term associated with the transaction. Please, provide only its name.||Term One|
|Line||Line: Description||Free form text description of the line item that appears in the printed record. Maximum of 4000 chars.||Lumber|
|Line: Amount||The amount of the line item.||10.00|
|Line: Product name||Reference to the Item. Please, provide only its name.|
|Line: Account name||The name of account, or account number|
|Line: Billable status||The billable status. Valid values: Billable, NotBillable, HasBeenBilled||Billable|
|Line: Customer||Reference to the Customer associated with the expense. Please, provide only its name.||Travis Waldron|
|Line: Tax code||Reference to the SalesTaxCode for this item or account. Please, provide only its name.|
|Line: Class||Reference to the Class for the line account. Please, provide only its name.|
|Item||Item: Quantity||Number of items for the line.||12|
|Item: Unit price||Unit price of the subject item as referenced by ItemRef.||10.00|
|Update Bill||If true app will find Bill with same Bill number and will update.||true|
Check out the Bills import results
There are 5 types of import results.
Errors in Bills import
The most common errors and the ways to solve them.
There are 8 the most common errors made by our clients when they import Bills into QuickBooks online. To prevent this happening, we have reviewed all of them and given solutions below.
|Problem||Error occurs||Solution||Correct example|
|Wrong date format is used.||WARNING Error parsing date 01-14-2015. : Expected format currently MM/dd/yyyy, but you can change it on your profile page.||Change date format to MM/dd/yyyy.||01/14/2015|
|Invalid Currency code||ERROR Bill BILL-020: Invalid or Unsupported currency type supplied. Supplied value:US.||Specify Currency code (CurrencyRef) . Choose letters according to ISO 4217. For example, USD, EUR, CAD, GBP.||USD|
|Wrong Account||Account with Name = “name” is not found in your QuickBooks Online account (New Company).||Please, create a new account in your QuickBooks Online account before import.
Or use our new Account Autocreation function. Read how to use it.
|Wrong Billable status||ERROR Bill BILL-001: Property Name:Can not construct instance of com.intuit.schema.finance.v3.BillableSt specified is unsupported or invalid.||The billable status of the expense. Valid values: Billable, NotBillable, HasBeenBilled||Billable|
|Wrong customer name||ERROR Bill 10: Business Validation Error: You must select a customer for each split line that is billable..||Please, provide with valid Customer name for bills with Billable status||Customer name|
|Wrong Amount||Amount is not equal to UnitPrice * Qty. Supplied value:8.||The given Quantity & Rate is not equal to given Amount. Please verify those fields.||Quantity * Rate = Amount|
|Warning: Product(Service) is not found in your QBO account.||Product(Service) with Name = “Design” is not found in your QuickBooks Online account (New Company).||Create a new product (service) in your QuickBooks Online account or use auto creation of products – read how to set it.||Design|
|Tax name is incorrect||TaxCode with Name = “tax” is not found in your QuickBooks Online account (New Company).||Provide with correct tax name||For US: TAX or NON
For non-US: ‘S 20%’ or other real name of your Tax Code
You can import multilined Bills into QuickBooks Online (that contain multiple accounts and/or items)
To import Bills into QuickBooks Online with multiple accounts, prepare your Excel file that contains Bills lists you want to import into your QBO account.
*Important Notes for your multilined Bills which contain multiple accounts:
Bill number – Business Importer will group your Bill lines into one Bill with several accounts, if they have the same Bill number. Make sure, that the Bill number is the same in the lines you want to join into one Bill.
Lines differences – Each line within the Bill differs from one another in the following fields: Line: Account name, Line: Description, Line: Amount.
To import Bills into QuickBooks Online with multiple items (products/services), prepare your Excel file that contains Bills lists you want to import into your QBO account and change Settings in your Business Importer account. Choose Purchases for Purchase Expense Account. Read more about Accounts Autocreation and Products Autocreation functions.
After Import is finished, you will get new autocreated Items (Product/Services) in your QBO account with the appropriate Purchasing information:
*Important Notes for your multilined Bills which contain multiple items:
Bill number – Business Importer will group your Bill lines into one Bill with several items, if they have the same Bill number. Make sure, that the Bill number is the same in the lines you want to join into one Bill.
Lines differences – Each line within the Bill differs from one another in the following fields: Line: Product name, Item: Quantity, Item: Unit price.
When the import of multilined Bills into QuickBooks Online is finished, in your QBO account you will get the following multilined Bills: