Import bill payments into QuickBooks Online

Overview of importing bill payments into QuickBooks Online

In QuickBooks Online a bill payment is a payment made from a credit card or checking account for a bill sent by a vendor for the supply of goods or services to the business.  Using Zed Axis you can import bill payments directly into QuickBooks Online from text files and Excel files.  When importing bill payments you specify the Bill Reference Number that is being paid along if the amount paid is greater than the amount owing on the bill then it will be added as a credit.

Steps to import bill payments

Follow these steps:
  1. Open Zed Axis and connect to your QuickBooks Online company file
  2. Browse to the Excel or Text file that contains the Bill Payment transactions you want to import into QuickBooks Online
  3. Create a mapping between the columns in your import file and the corresponding fields in QuickBooks Online, and save that to use next time.
  4. Click Import and your bill payment transactions will be imported directly into QuickBooks Online

More help? 


Where the fields appear in QuickBooks Online

Import bill payments into QuickBooks Online

Detailed description of the fields that can be mapped

QuickBooks Online FieldFormatDescription
Doc NumberStr 21MANDATORY FIELD - Bill Payment Reference number, duplicate Doc Numbers are accepted in QuickBooks, see also Auto Numbering
Txn DatedateThe date of the bill payment, If you leave Txn Date out the mapping, the current date in QuickBooks Online will be used.
Department Ref Location of the transaction
Currency RefStrReference to the currency used by the transaction
Exchange RateStrCurrency Exchange rate, only if company file is set to use Multi-Currency, recorded in number of home currency units
Private NoteStr 4000User entered, organization-private note about the transaction. This note will not appear on the transaction records by default.
Line Discount AmountDecimalThe 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 AccountStrAccount used to track discounts
Vendor RefStrFull name of the vendor or payee
AP Account RefStrSpecifies the payables account (must be liability and payables type)
Pay TypeStrThe payment type (values Check or CreditCard)
Bank Account RefStrBank account if Check pay type
Print statusEnum(values NotSet, NeedToPrint, PrintComplete)
CC Account RefStrCredit Card account if CreditCard pay type
Total AmtDecimalThe total amount of the bill payment
Apply to Bill RefStrThe reference number of the bill being paid

Troubleshooting Errors

Error: Id should be a valid number. Supplied value:  - This error indicates that the Reference number for the Bill that is being paid is not found in QuickBooks, please make sure that the Bill exists and is for the same Vendor.


By Steve Batten