How to import expenses into QuickBooks Online

Using the Zed Axis import utility you can import expenses into QuickBooks Online from Text files and Excel by following these steps:

  1. Open Zed Axis and click connect to QuickBooks Online
  2. Browse to the text or Excel file that contains the expenses
  3. Create a new mapping between the columns in your import file and the corresponding Expense fields in QuickBooks Online
  4. Click Import and your expenses will be imported directly into QuickBooks Online.
Theses fields are what you can import on an expense
Import Checks into QuickBooks Online

QuickBooks Online FieldFormatDescription
DocNumberStr 21MANDATORY FIELD - Expense reference number, duplicate DocNumbers are accepted in QuickBooks, see also Auto Numbering
Txn DatedateThe date of the expense, If you leave TxnDate out the mapping, the current date in QuickBooks Online will be used.
PrivateNoteStr 4000User entered, organization-private note about the transaction. This note will not appear on the transaction records by default. Maps to memo field on expense
Payment Method RefStrThe payment method used for the expense
Department RefStrThe name of the department or location, must match the full name location list held in QuickBooks Online
Currency RefCurrency typeThe name of the currency used on the expense, ie USD, CAD, EUR, AUD, GBP - default is the home currency, only if Multicurrency is on
Exchange RateDecimalThe number of home currency units equal to one unit of the Currency specified
Line DescriptionStr 4000Description for the item purchased
Line AmountNum 10.5MANDATORY FIELD (if Item purchase) - The Amount of the line item ie Qty x Unit Price
Line Item RefStrMANDATORY FIELD (if Item purchase) Full Name of the item purchased
Line Class RefStrFull Class Name associated with the item purchased
Line Item QtyDecimalNumber of items purchased
Line Item Unit PriceDecimalPrice of the item purchased
Line Item Tax CodeStrTax code associated with the item purchased
Line Customer RefStrCustomer associated with the item purchased
Line Billable StatusEnumBillable status of the item purchased values Billable, NotBillable, HasBeenBilled
Line Account DescriptionStr 4000Description for the Expense Account
Line Account AmountNum 10.5MANDATORY FIELD (if Account purchase) - The Amount of the expense purchase
Line Account CustomerStrCustomer associated with the expense
Line Account ClassStrClass for the expense
Line Account RefStrMANDATORY FIELD (if Account purchase) Expense account (should be the full name not including the number and should match what is in QuickBooks Online)
Line Account Billable StatusEnumBillable status of the expense values Billable, NotBillable, HasBeenBilled
Line Account Tax Code RefStrTax Code associated with the purchase
Account Ref The bank account the expense purchase is made from
Entity TypeEnumMANDATORY FIELD - Type of Payee (values Customer, Vendor or Employee)
Entity RefStrMANDATORY FIELD - Full name of the payee (Vendor, Employee etc..)
Print Status EnumWhether you need to print or not (value NeedToPrint)
Global Tax Calculation Method to which tax is applied - TaxExcluded, TaxInclusive or NotApplicable only applicable for Non-US company files

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