How do I export and import invoices in QuickBooks


QuickBooks Online allows you to import numerous invoices at once. We’ll show you how to do it.

  • Discounts, credit notes, and harmful amounts, in general, cannot be added.
  • You can only import 100 invoices at a time, and each spreadsheet has a 1,000-row restriction.
  • Invoices with a single or multiple line item can be imported.
  • You may also bring in a considerable number of consumers and suppliers, as well as products and services.

Step 1: Make sure your spreadsheet is ready: 

  • Make sure everything in your spreadsheet appears good before importing your invoices. Fill in the blanks in the following columns:
    • Number of the invoice
    • a client
    • Date of invoice
    • the deadline
    • Amount of the item
    • Code for itemised deductions

Please note that if your invoices have several line items, make sure each one includes an invoice number, customer, invoice date, and so on, as shown in the sample spreadsheet.


  • If you collect taxes, simply enter the tax rate in the spreadsheet when creating invoices. Then, you can translate the tax codes you made into QuickBooks tax codes when importing.
  • During the import, you can map each of your column headers to the invoice fields. Examine the requirements for importing invoices. You can also use this sample spreadsheet.

Please note that before importing your spreadsheet, make sure to add any new items, services, customers, or suppliers to QuickBooks.

Step 2: Make custom transaction numbers available: Turn on custom transaction numbers in QuickBooks if you use numbers to monitor your invoices. If you don’t set this on, QuickBooks will number your invoices for you automatically:

  • Select Account and settings from the Settings menu.
  • The Sales tab should be selected. Then, in the Sales form content area, choose Edit.
  • Turn on the option for Custom transaction numbers.
  • After that, select Save and then Done.

Step 3: Put your spreadsheet on the internet: You can begin the import process by uploading your spreadsheet:

  • Select Import data from the Settings menu.
  • Choose Invoices.
  • (Optional) Select the checkboxes under the Browse button to add new customers, goods, and services to QuickBooks that don’t already exist.
  • Pick Browse, then locate and select the invoice spreadsheet. 

Please note that if you don’t set the currency for new imported clients, QuickBooks assumes they’re in Indian rupees. However, you can import invoices in foreign currencies if you have multi-currency enabled.

  • After that, you need to select next.

Step 4: Create a map of your import fields: Make sure the column titles in your spreadsheet correspond to the areas in QuickBooks:

  • In QuickBooks, match the column headers to the invoice fields. Asterisks (*) indicate vital areas.
  • Choose Any fields that aren’t in your spreadsheet that aren’t applicable.

Please note that If you don’t add a product or service, QuickBooks creates a generic item named “sales.”

  • Choose the date format you used, such as DD/MM/YYYY.
  • As a tax choice, choose between Exclusive or Inclusive. Set up GST in QuickBooks to see this option.
  • After that, you need to select next.

Make a chart of your tax codes:

  • Make sure your GST codes match the ones in QuickBooks.
  • After that, you need to select next.

Make a map of your supply location:

  • Match your supply location to the ones you’ve set up in QuickBooks.
  • After that, you need to select next.

Step 5: Invoices must be imported: 

  • Review the summary of your import when you’ve finished mapping the fields. Select Start import if everything looks fine.
  • When you’re finished, follow these steps:
  • If all of your invoices have been imported, click OK.
  • If any invoices fail to import, make a note of why, and then click Done.

GST Notes: 

  • If you want to import invoices with GST, QuickBooks will switch it on automatically.
  • GST rates must be entered into your spreadsheet.
  • QuickBooks will calculate GST amounts based on your GST codes if you don’t add them.
  • GST amounts will trump QuickBooks calculations if you include them. In addition, it allows disparities between QuickBooks and other third-party apps to be rounded.
  • To authenticate intra-state and inter-state sales, the Place of Supply provided for each invoice must match your GSTIN. If there are any differences, QuickBooks will display an error message.


To conclude, QuickBooks Desktop software is one excellent software that takes care of the books and accounts of a particular organisation. This software is so lovely because the kind of freedom it provides you to integrate with the other apps and software is just incredible. This blog will get to know how you can export and import in QuickBooks Desktop software. I hope that this blog was helpful and was worth your time.

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