Import invoices into QuickBooks Online

You can import invoices into QuickBooks Online from a text file, Excel file or IIF directly using Zed Axis.
  1. First connect Zed Axis to QuickBooks Online
  2. Click on the import tab and browse to the file that contains your invoice data that you would like to import.
  3. Map the columns in your import file to the corresponding fields in QuickBooks Online
  4. Click import and the transactions will be imported directly into your QuickBooks Online company file
Here are the fields that you can map when importing into QuickBooks
QuickBooks Online Field Format Description
DocNumber Str 21 MANDATORY FIELD - Invoice Reference number, duplicate DocNumbers are accepted in QuickBooks, see also Auto Numbering
Custom Field Name (1..3) Str The name or label for the custom field, more here
Custom Field Value (1..3) Str The value for the custom field, more here
Txn Date date The date of the invoice, If you leave TxnDate out the mapping, the current date in QuickBooks Online will be used.
Department Name Str Name of the department
PrivateNote Str 4000 User entered, organization-private note about the transaction. This note will not appear on the transaction records by default.
Line Description Str 4000 A descriptive text field for the Item
Line Amount Num 10.5 MANDATORY FIELD - The Amount of the line item ie Qty x Unit Price
Line SalesItem Ref   MANDATORY FIELD - The name of the item sold
SKU   The SKU identifier of the item sold, used as an alternative see SKU Lookup
Line SalesItem Class   Class for the line item
Line SalesItem Unit Price Decimal Unit price of the item
Line SalesItem Qty Decimal Number of items sold
Line SalesItem TaxCode   Tax code used for the item (for US versions should be with TAX or NON) more here on importing Tax
Line SalesItem ServiceDate Date Date that the service was performed
Line Discount Amount   The amount of the discount
Line Discount PercentBased Boolean True if discount is a percent, False if based on amount
Line Discount Percent   Percentage by which amount due is discounted for 8.5% use 8.5
Line Discount Account   Account used to track discounts
Txn Tax Code Name   Reference to the transaction tax code
Tax Percent Based   True - sale tax as a percentage, False - sales tax as an amount
Tax Percent   Percentage of the tax line ie 8.5% use 8.5
CustomerFullQualified Name   Full name of the customer or job
Customer Memo Chars 1000 User entered message appears on the printed invoice
BillAddr1.. etc   Billing Address lines 1-5, City, State, Postal Code and Country see importing address into QuickBooks for more information
ShipAddr1.. etc   Shipping Address lines 1-5, City, State, Postal Code and Country see importing address into QuickBooks for more information
Sales Terms   Reference to the terms for the sale
Due Date   Date payment is due if not provided defaults to Sales Terms date
Global Tax Calculation   Method to which tax is applied (only Non-US editions) - TaxExcluded, TaxInclusive or NotApplicable more about Non-US editions and tax
Ship Method   Method of shipment used
Ship Date Date Date the transaction was shipped
Tracking Num Str Shipping providers tracking number
ApplyTaxAfterDiscount Enum Whether to calculate sales tax before or after discount (values true or false)
CurrencyRef Str Reference to the currency (ie USD, AUD, GBP) used on the invoice, use only if Multicurrency is enabled, by default it is the Home currency
ExchangeRate Str The currency exchange rate to be used on the transaction if specifying a Curreny other than the Home Currency, set as number of currency units equal to one home currency unit.
Print Status Enum Printing status of the invoice - NotSet, NeedToPrint, PrintComplete
Email Status   Email status for the invoice - NotSet, NeedToSend, EmailSent
Bill Email   Email address where the invoice is sent
Bill Email Cc   CC Email address where the invoice is sent
Bill Email Bcc   BCC Email address where the invoice is sent
Shipping   Amount charged for shipping appears on footer of invoice
Shipping Tax Code   Tax code to be applied to the shipping charge
Deposit To Account   Bank account where the payment money is deposited, if not specified defaults to Undeposited Funds
Deposit   Amount deposited
Allow IPN Payment bool Set whether the invoice can be paid using the Intuit Payment Network, values true or false (this field has been deprecated)


By Steve Batten



Add Feedback
Do you need to create customer data before importing invoice data to QBO?
Mark Chao (August 29, 2017 at 8:00 PM)

Add Feedback