How to import expenses into QuickBooks Online using Axis Online


An expense in QuickBooks Online records purchases for goods or services using credit card, cash or checks.   Using Axis Online you can import these directly into QuickBooks Online from text, Excel or IIF files.

Steps to import expenses.

Follow these steps:
  1. Click on the Create button to start a new Axe and enter the name of the Axe
  2. Step One – Select File Upload and browse to the file that contains the expenses that you want to upload into QuickBooks Online
  3. Step Two – Select the Event as a File upload and when that occurs create a purchase, and then next
  4. Step Three – Mapping the fields on an purchase to the columns in your uploaded file
  5. Step Four – Lets test it and save it

Demonstration of importing Expenses

Detailed description of the fields:

QuickBooks Online FieldFormatDescription
Doc NumberStr 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.
Private NoteStr 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. More here
Exchange RateDecimalThe number of home currency units equal to one unit of the Currency specified. More here
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)
Payment TypeEnumWhat type of payment. Accepted value are: Check, Cash or CreditCard.
Global Tax Calculation Method to which tax is applied - TaxExcluded, TaxInclusive or NotApplicable only applicable for Non-US company files