Import Invoices into QuickBooks Desktop

In this article learn how to “Import Invoices into QuickBooks“. You are all set to dive into QuickBooks. Right? Of course, being the best accounting software solution, nothing could be as better as QuickBooks for you to upgrade.

As a business owner, you need to generate invoices on time to receive the payments on time. This is where having your database maintained with QuickBooks becomes a blessing.

The software tool offers an organized platform to store and retrieve information. Thus, you must know the process of importing the invoices to QuickBooks as soon as you are ready to use the latter for tracking your business transactions.

How to Import Invoices into QuickBooks

You can import invoices with multiple line items or as an altogether figure for every single invoice to be generated. In case, there is no line item, the software will fill the field with a generic value i.e. Sales.

Method 1: Reserve the Invoice Number on the CSV File

When the Line Items are present, the first step is to make sure the invoicing number on the CSV file is retained. To ensure this, confirm that the Custom Transaction Number is ON.

A. Check the settings

  • At the top, choose the Gear Icon
  • Select Account and Settings
  • Click on the Sales tab
  • Move to Sales Form Content
  • Click on the Edit option
  • Tick the checkbox and change the status of Custom Transaction Numbers from OFF to ON
  • Click Save.

B. Import Now

  • At the top, choose the Gear Icon
  • Click the Tools option
  • Select Import Data
  • Choose Invoices or Bills from the list
  • Click on Browse
  • Select the Excel file to be imported
  • Click Open
  • Choose Next

In case you wish your software to auto-create contacts or other variables, select the applicable options

  • Click Next
  • Map the headers
  • Click Next
  • Map your VAT codes if your business organization is VAT-registered
  • Click Next
  • The summary of your import appears on your screen. Select Import.

Method 2: Import the IIF file in QuickBooks

When you receive a third-party application from your client in the form of access to an Intuit Interchange Format (.IIF) file, the import process is simpler. Here are the steps to be followed:

  • Sign in as an Admin to the company file
  • Select the File option from the menu
  • Click Switch to Single-user Mode
  • Go to the File menu again
  • Choose Utilities this time
  • Click on Import
  • Select IIF Files
  • Search for the .IIF file
  • Click Open and then OK.

Note: You do not need to change the VAT codes to QuickBooks VAT code before you import the file as your VAT codes are mapped. It is advisable not to import over 100 invoices at a time.

Though the steps are already discussed clearly, there are chances of you having queries related to the same. If face any issues, click here to fix the Import IIF file error in QuickBooks.

Feel free to connect with our QuickBooks Consultant team experts for proper assistance related to import invoices in QBO and QBDT.

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