Import invoices into QuickBooks Online

Overview of importing Invoices into QuickBooks Online

In QuickBooks Online an invoice is a purchase of products or services by a customer with full payment made at a later date, for payments at the time of sale it is recommended to use a Sales Receipt.  You can import invoices into QuickBooks Online from a text file, Excel file or IIF directly using Zed Axis.

Steps to import invoices

Follow these steps:
  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 invoices will be imported directly into your QuickBooks Online company file

More help?


Demonstration of how to import invoices into QuickBooks Online

Where the fields appear in QuickBooks Online

Import invoices into QuickBooks Online

Detailed description of fields you can import 

Here are the fields that you can map when importing into QuickBooks
QuickBooks Online FieldFormatDescription
DocNumberStr 21MANDATORY FIELD - Invoice Reference number, duplicate DocNumbers are accepted in QuickBooks, see also Auto Numbering
Custom Field Name (1..3)StrThe name or label for the custom field, more here
Custom Field Value (1..3)StrThe value for the custom field, more here
Txn DatedateThe date of the invoice, If you leave TxnDate out the mapping, the current date in QuickBooks Online will be used.
Department NameStrName of the department
Private NoteStr 4000User entered, organization-private note about the transaction. This note will not appear on the transaction records by default.
Line DescriptionStr 4000A descriptive text field for the Item
Line AmountNum 10.5MANDATORY FIELD - The Amount of the line item ie Qty x Unit Price
Line Sales Item Ref MANDATORY FIELD - The name of the item sold (can be service, inventory, non-inventory or bundle type items)
SKU The SKU identifier of the item sold, used as an alternative see SKU Lookup
Line Sales Item Class Class for the line item
Line Sales Item Unit PriceDecimalUnit price of the item
Line Sales Item QtyDecimalNumber of items sold
Line Sales Item TaxCode Tax code used for the item (for US versions should be with TAX or NON) more here on importing Tax
Line Sales Item ServiceDateDateDate that the service was performed
Line Discount Amount The amount of the discount
Line Discount Percent BasedBooleanTrue 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
Customer Full Qualified Name Full name of the customer or job
Customer MemoChars 1000User entered message appears on the printed invoice
Bill Addr1.. etc Billing Address lines 1-5, City, State, Postal Code and Country see importing address into QuickBooks for more information
Ship Addr1.. 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
Allow Online ACH PaymentBoolSpecifies if this invoice can be paid with online bank transfer (Free bank transfer)  (values: true or false)
Allow Online Credit Card PaymentBoolSpecifies if this invoice can be paid with online credit card payments (cards)  (value: true or false)
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 DateDateDate the transaction was shipped
Tracking NumStrShipping providers tracking number
Apply Tax After DiscountEnumWhether to calculate sales tax before or after discount (values true or false)
Currency RefStrReference to the currency (ie USD, AUD, GBP) used on the invoice, use only if Multi-currency is enabled, by default it is the Home currency. More here
ExchangeRateStrThe currency exchange rate to be used on the transaction if specifying a Currency other than the Home Currency, set as number of currency units equal to one home currency unit.
Print StatusEnumPrinting status of the invoice - NotSet, NeedToPrint, PrintComplete
Email Status Email status for the invoice - NotSet, NeedToSend, EmailSent, SendNow more here on how to send automatically
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 PaymentboolSet whether the invoice can be paid using the Intuit Payment Network, values true or false (this field has been deprecated)


Troubleshooting import errors

Error: Categories cannot be used in transactions.
This error occurs when importing an Item name that is set up as a category in QuickBooks Online.  QuickBooks Online does not permit you to use a category as an item or record income against it, instead you need to use the item name, if that item is part of a category then use the Full Item name. 


Do you need to create customer data before importing invoice data to QBO?
Mark Chao (8/29/2017 at 8:00 PM)
Hi Mark, No you don't as Axis will create the customers on the fly if it does not find a match in QBO
Steve (3/27/2019 at 12:25 AM)