Importing Invoices into QuickBooks Desktop Accountant from Excel or any spreadsheet
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Importing Sales Receipts into QuickBooks Desktop: • Importing Sales Receip...
Topics contained in this video:
00:00:00 - Introduction
00:00:24 - Scenarios to import invoices
00:01:46 - Enter QuickBooks Desktop
00:02:34 - Batch enter transactions (checks, deposits, bills, invoices) and select invoices
00:03:00 - Example spreadsheet (excel) multiple or single lines
00:04:22 - Customize columns in QuickBooks Desktop
00:05:38 - Copy spreadsheet from excel to QuickBooks Desktop and explaining of what it means when the information is read or isn’t accepted by QuickBooks
00:07:21 - New terms and how it works (add new net.)
00:08:10 - Remind moving the “$” (QuickBooks doesn’t read that sign)
00:09:13 - Report of invoices (profit & loss)
00:10:30 - What if I have QuickBooks Pro or Premier (use 3rd party tool called “ZED AXIS”
00:11:29 - How it works multiple lines and “ZED AXIS”
If you have invoices on Excel or other spreadsheets, you can import them using Batch Enter (QuickBooks Accountant or Enterprise Only) for single line items only. For multiple line items, you will use a 3rd party utility called Zed Axis - Věda a technologie
Excel lent, Hector. To the point and easy to understand.
Hi Hector, I'm your new subscriber and I enjoy watching your videos.
Thank you Mr Garcia. You've saved me tremendously. I write cloud programs for small businesses. And, my programs spits out csv files that my clients want them imported to their QB easily, Yes lot of mulitple items and mulitple invoices. Your video is cool. Thx again for taking time to explain in detail. Appreciate it.
+kunga rota ;)
do you know of any similar third-party software for peachtree too?
kunga rota i dont sorry
Great video and well explained. Thank you
Steve Williams thanks!
great video, thank you
Great overview. Thank you.
Thanks
Hola Hector! I like your tutorial is very much.
Would be possible for you to help me with a small issue I am having with this import? I my case, I have created a Tax Group in Quickbooks (State + County), however, when trying to using Batch import, it only list the Item Taxes. Therefore, I can not use the Gross Sales Tax group I have created. Is my only way out to create a Full State+County Tax?
Hi hector, thanks for the video. i have a question that how to give item wise discount for particular customer or discount for few items for particular customer in quickbook desktop. Can you plz help me in this.
Is there a way to upload the memo field at the bottom as well?
Very Good video
:)
Thank you Hector! just one question, once the invoices are imported, do you have to manually send each one out to the customers or can they be imported and send out at the same time?
you can send in batch
Very helpful. Thank you for the tutorial. I use Quickbooks Enterprise with hosting service. Can I install Zed Axis to prepare the import file on my local machine? Or do I have to install the add-on on the hosting service company's server? Thanks!
you need to talk yo the hosting service and ask them.
Hello Hector, thanks for your video. QUESTION: Can I have a single sheet with single and multiple line items and import them at once or do I need to have them separate?
Douglas Arevalo single sheet with both.. what are you using to import them?
Hector, we job cost the majority of our bills so the demo in your video seems to apply to invoices where you enter an expense account in the "Expenses" tab. We enter all data using the "Items" tab. Do you know if the importing app enters data into that tab?
Yes Transaction Pro importer can import items
Which software is better now for uploading multiple invoice line items in qb 2024?
Transaction Pro Importer
How does it handle HST?
+Debbie Stojkovic dont know the Canadian side.
hi how to record multiple projects, or donors, income and expenses in quickbooks 2011 or 2015
suppose
donor 1 Its income received and awarded as expense for project 1
donor 2 Its income received and awarded as expense for project 2
donor 3 Its income received and awarded as expense for project 3
should i create new company for each one or
should i make income and expenses accounts in chart of accounts separately
pervez khan sorry too many questions / details. Call my office if you want private support
Hi Hector we have Quickbooks online we are new with it ,but we beeen using NCH Empress invoices we need quickbooks online and we want to trasnfer the company to Quickbooks ,how can we do that .thank you very Much Mayra.
DANNY SAUSEDO you can use transaction pro importer or zed axis to import invoices to QB online
can you assist me, I work in AR and creating invoices from an excel sheet. how can I bring many orders to the same customer job
in QuickBooks? Please help me
Bertha Rosen with an importing tool like the ones presented in the video
hi sir , i want to ask for help, because i have assignment to do accounting system but i dont know how to do ? please help us
+Rhose Alvarado what is your question?
Hi Hector, I have QB accountant for desktop. I appreciate your video, however I can't seem export enough date to be able to import into the new company. I have been going to Customers>Transaction>Invoices>export at the top of the page. I receive invoice numbers, which I need, but not any items or quantity, tax code, tax item, tax amount all items QB won't let me remove. How can I download this additional informatio?
kmw2444 to export details, you need to use a transaction detail report
Hector, great video - thank you! Is there a way to indicate a specific invoice template when importing?
Trina Menta Hanna no, just the default
@@HectorGarciaCPA I found a way! If you map to TemplateRefFullName to the exact name of your QB template it will generate the invoice with the specific templates.
How do import invoices, list of items, into Quickbooks Pro?
+Surgenoma Team Invoices will require a 3rd party tool like Zed Acis or TPI
Hi Hector, Could you show how to import invoices with different currencies into QuickBooks (multy currencies) ? for example: Base currency is USD and other currency is EURO. Thank you very much.
Vannara Ouk I dont know how to do that :(
Hi, I tried doing this on 2022 version however it does not paste all the columns which leads me to copy and pasting each line individually. Is this option for pasting not allowed anymore in the new versions? Please advise...
After testing another option, I realized the copy and paste feature will not work with google sheets. Therefore I had to download the file to open in excel then I was able to copy and paste accordingly. Thank you for this video, makes my job 100% faster and easier!
Correct, must be excel
Hi, do you have a tutorial on importing customer direct debit payments?
+Apexilon same software just choose deposits or sales receipts
Hi Hector. Thank you for this video. I am having problems coping and pasting. When I paste I get the number and date in the same column. Do you know why this would be happening?
You are using a virtual PC inside of a mac or working remotely? It doesn’t work if you are
Hector Garcia CPA yes I am, how disappointing. Thank you for your help.
Hi thank for this amazing video which is very helpful for my daily work routine , However, I just want to know if there is any other way i could import Multi-Line Transactions into QuickBooks Desktop without using Zed Systems software or other software ??????????? Thank you so much in advance
You need to purchase TPI, SaasAnt, or Zed Axis... no built in features
It would be great if someone posted the cost for Zed Systems software to import spreadsheet into Quickbooks.
All of my invoces and accounting is in speadsheets since it was easy-to-use.
Harry Gaul go to their website.. should be like $200
Hello Hector, great video. I have been look for a way of importing sale orders into a new qb company. I am using QB Enterprise. Do you offer a video on how to import sales orders.
Thanks for any insight you can offer. Loretta
You need to use an IIF file, there are no built-in tools for that.
Gracias Sr. Garcia por su video, muy bueno! - que hacer si no aparece la opcion de invoices cuando selecciono Batch ?
Tienes QB Premier?
Hi thank for this great video , in my daily work routine , i enter credit card translation with the help of "Batch enter transaction " but when i go to Report / company and financial /balance sheet standered . i can see only one side details has been entered ,other side details like class memo is not entered . i want class and memo should be same for both side . However i have to do copy/past it manually for other side. plz give me solution if you want i can send an email with screen print
Sachin Kavade you cant view it from the balance sheet.. you need to create a custom report
Thank you for your prompt reply. I will check and get back to you.
Is there away to import excel estimates into Quickbooks premier?
Yes, but you need data importing tools
Great video, thank you.
BUT, what if you need to upload multiple ship to addresses and keep the single bill to? For example, shipping direct to store (DSD) but keeping the bill to as a single bill to.
Also, if you're uploading to each customer - the customer would have to be already entered in full?
For example, I would have to upload my customer list into QuickBooks and then batch the invoices?
Thanks!
one shipping address per bill...
Ok, how about the billing address? Same? If that's the case, I can use the corporate address for all?
QB Enterprise: Manufacturing and Wholesale Edition 16.0 by the way
is your question about importing bills? or using multiple addresses?
I would prefer to import sales orders to have the open order report be accurate but at this point, I need to import invoices directly. The issue that comes into play is that we would like to keep these all under a single customer account and then add the imported items into the 'ship to's' of the single customer file.
It seems that we have to create one per line as new though.
got it... are you using Zed Acis to import them?
Hi Hector , Loved the video , pretty staright forward and a big help , can you suggest a link from where i can purchase or download zed axis , i am also a student of yours at udemy :)
Accountech Training & Solutions google it.. is called Zed Systems is $200 is based on Australia
Accountech Training & Solutions take a look at www.transactionproimporter.com as well... is US Based
Sure , Thanks for your reply !
Can the entry be transferred from the accounting copy to a regular file, after importing the invoices? And how about HST?
dont know the Canadian QB!
Ok, but beside HST, can the changes be transferred to not an accounting version?
yes.. with a 3rd party software
Thank you, it was helpful!
does any of this work for USD and CDN currencies?
USD only is what I have used.
Hi Hector, Thanks for this video. I am currently using a mac for quickbooks enterprise on a Microsoft remote hosted desktop. When I copy the data from excel into QBD it is pasting into one cell. How can I fix this?
You cant fix it.. you need to copy and paste all within the server.
@@HectorGarciaCPA What are my options here? How can I copy and paste within the server. The right networks does not come with excel. If there are no options here, can you please mention some third party apps that work with the right networks?
Sarah Kassab you need to call your host and add Excel... they will do that, there is a cost $20 maybe?
@@HectorGarciaCPA I will reach out to them to see if I can have that added. In regards to the 2nd part of the video on adding one single invoice with multiple line items. I see that they now have the capability to copy and paste items in the split list. Is this still a limitation or have they updated this in enterprise 2019?
Sarah Kassab you can’t copy and paste multiple lines... it’s still a limitation
I have multiple invoices I would like to import which contain single line items. However, I want to import the data into a custom "Sales Invoice" template, which batch transfer does not allow me to do. When I attempt to cut & paste data from excel, all the data is pasted into a single cell. Is there an easy way to import excel data directly into my Sales invoice template? Thank you in advance.
You have accountant edition?
@@HectorGarciaCPA I am using the Enterprise 2018 version.
Simon Lee and you are pasting inside the Invoice? Or the Batch Enter tool?
@@HectorGarciaCPA I attempted to paste it directly into the cells within the "sales invoice" page. The Batch Enter tool does not seem to allow me to import excel data onto this "sales invoice", which is what I need to be do.
Hi, I'm looking for a way to import payments to QB but not as a deposit, as a payment, is there a way to do this?
With a 3rd party app called transaction pro
@@HectorGarciaCPA Ok thank you so much, your video on importing invoices has been a huge help with not just time management but also with any kind of possible keying errors. If you ever find a way to import I'd be interested in learning we use QB Enterprise.
T D I already told you, LOL
With an app called TPI
very helpful, I will pass the client your cpa firm, I am IT consultant and needed a way to clean up bad batch import. Is there multifind of the batch import then delete when the invoice was created? Multi line item in enterprise MUST have tool, right. Wishing you well.
Zed Axis can do delete tool
Great video, thank you.
Hi. The problem is if the items are subitems, it cannot import properly. what is the solution?
Desktop or Online?
@@HectorGarciaCPA desktop
@@HectorGarciaCPA hi hector, are there solution if the items are subitems of another ?
Do you have any recommendations for Invoice scanning software.? 100 invoices per month. Your QB videos are the best!!
Brad Lehrer try EntryLess
I am currently using 2016 Premere FYI
bill.com will be adding OCR soon... how about HubDoc + Bill.com?
Please check out xtrachef.com it has OCR and API level integration with Quickbooks
Hector HELP!!! We just upgraded to QB 2021 desk top and I cannot figure this out at all. So confusing "batch import invoices and bills" I import all the info, customer name, inv #, date, product, etc.
What issue are you having?
@@HectorGarciaCPA now that I am reading comments, we can not batch import without the 3rd party vendor, not even with add/edit multiple lists? In 2018 version I would import hundreds of vendor bills and invoices in from excel; our client just upgraded to 2021 Pro and it appears that is not available with this version?
@@melissagouffray2108 Pro doesn’t have this.. you need “Accountant” edition
@@HectorGarciaCPA so there is a 2021 "Accountant" edition available?
Yes.. you can’t buy it retail... you must be an accountant specifically asking for that edition or work with a reseller... it’s not available for The general public like Pro or Premier does
Can’t one import invoices with an IIF file?
Yes
Thank you, brother. You do not know the help you've done with your video.
+Jose Luis Dubon Tejada thank you commenting that... it encourages me to make more!