Importing invoices into QuickBooks

You can import invoices from text files or Excel spreadsheets directly into QuickBooks or QuickBooks Online (for QBO click here) using the Zed Axis software.  Download and install the Zed Axis software on your computer.
  1. Open your QuickBooks company file as Administrator and open Zed Axis
  2. Select your text file or spreadsheet which contains the invoices that you want to import.
  3. Set up the a Mapping of the columns in your invoice import file to the corresponding fields in QuickBooks
  4. Click Import and your invoices will be directly added to your QuickBooks company file.
For more information about importing invoices into QuickBooks, search the Knowledge Base, watch the movies in the Learning Centre, or raise a ticket with Zed Support.  Help with troubleshooting imports.
Download a sample invoice import file tab delimited text file and a pre-configured map sample invoice import map
QuickBooks Field Format Description
Customer Ref str 209  MANDATORY FIELD - Customer Full Name as appears in QuickBooks ie ACME Inc:Project 101:Job A ,colons are used as a separators. If Axis cannot find a Customer then it will create a new customer record. 
Currency str The name of the currency (ie Canadian Dollar, Euro, British Pound Sterling, Australian Dollar) to be used if Axis needs to create a new Customer, do not map if not using multi currency more here
Class Ref str  
Account Ref str 159 Refers to an accounts receivable account in the QuickBooks file
Template Ref str 31 templates specify how to print the invoice
Txn Date date The date of the invoice, If you leave TxnDate out the mapping, QuickBooks will prefill it with the date of the invoice that was most recently saved.
Invoice Ref Number  str 11 MANDATORY FIELD - Invoice Reference number, duplicate RefNumbers are accepted in QuickBooks, see also Auto Numbering
BillAddr1.. etc  str Billing Address lines 1-5, City, State, Postal Code and Country see importing address into QuickBooks for more information
Bill Note  str 41 written at the bottom of the address
Phone   If Update address details selected then customers Phone number updated
Fax   If Update address details selected then customers Fax number updated
Email   If Update address details selected then customers Email number updated
ShipAddr1.. etc   Shipping Address lines 1-5, City, State, Postal Code and Country see importing address into QuickBooks for more information
Ship Note str 41 Written at the bottom of the address
IsPending bool If IsPending is set to true, the invoice has not been completed. value accepted true or false
IsFinanceCharge bool a finance-charge item has been added to the invoice, values accepted true of false
Item Sales Tax Ref str 31 Sales tax code item (US only) more on importing Sales Tax Codes into QuickBooks. Assigned to the entire transaction.
A sales-tax item is used to calculate a single sales tax that is collected at a specified rate and paid to a single agency
Ship Method str 15 A shipping method, for example, standard mail or overnight delivery 
PO Number str 25 Purchase order number
Terms Ref str 31 Payment terms for the Customer, This will be an item on the DateDrivenTerms or StandardTerms list
Due date  date Date payment due, if not mapped QuickBooks may calculate this based on Customers default terms
Sales Rep  str 5 Initials of the sale rep, A sales representative must be on the Employee, Vendor, or Other Names list within QuickBooks
FOB  str 13 QuickBooks uses the term FOB, ?freight on board,? to indicate the place from which the product is shipped 
Ship date  date Date the goods were shipped
Customer Msg  str 101 A standard message to a customer that comes from the QuickBooks list
IsToBe Printed bool Check box to prompt user to print the form (accepted values true or false)
IsToBe Emailed bool Prompt user to email this invoice from QuickBooks, customer needs to have email address (accepted values true or false)
IsTaxIncluded bool Flag to determine whether the amounts are inclusive or exclusive of tax. Only for CA, UK and AU editions of QuickBooks. More in importing tax transactions (accepted values true or false)
CustomerSalesTax Code str 3 Refers to the sales-tax code for sales related to this customer.
Other   Other field included in the header area of the invoice
Memo str 4000  
Exchange Rate float The exchange rate is the market price for which this currency can be exchanged for the currency used by the QuickBooks company file as the "home" currency. More on importing multi currency
Item Ref  str MANDATORY FIELD - ItemRef FullName can refer to an item on any Item list (ItemDiscount, ItemInventory, and so on excluding Group Items). ZA will look for Items in QuickBooks, if not recognised then it will create a new item according to the settings
TxnID   Used to assign a ID to a transaction in QuickBooks so you can refer to it (see linking transactions)
TxnLineID   Used to assign a ID to a transaction line in QuickBooks so you can refer to it (see linking transactions)
Description   str 4095 A descriptive text field for the Item 
Rate  price 13 The rate or price of the item. If not mapped QuickBooks will use the default rate for the item. Decimal values include amounts, quantities, and percents. can be positive or negative 
Line Class  str 159 Classes (at the line level) can be used to separate transactions into meaningful categories
Quantity  quan a decimal value that refers to how much of something is sold
Unit Of Measure  str 31 The name of the unit of measure selected from within the items available units more on importing units of measure
Sales Tax Code  str 3 Each item on a sales form is assigned a sales-tax code that indicates whether the item is taxable or non-taxable, and why.
Amount   decimal value that represents an amount
Service Date  date Indicates the date on which the QuickBooks user performs the service for the customer
Other1 str 29 The Other1 field exists at the line item level
Other2 str 29 The Other2 field exists at the line item level
Item Group Name str 31  The name of the Group Item sold on the invoice read more
Item Group Quantity quan The quanity of the Group Item sold on the invoice
Item Group Unit Measure str 31 The unit of measure of the group item sold on the invoice
Freight str 31 The amount of freight charged, see how to import shopping cart fields
Insurance str 31 The amount of insurance charged see how to import shopping cart fields
Discount str 31 The amount of discount charged see how to import shopping cart fields
Link To Sales Order str 31 The sale order reference number the invoice is linked to read more
InventorySiteLocation str 31 The full name of the Bin location of the item read more
Serial Number str4095 The serial number of the item read more
Lot Number str 40 The lot number of the item read more
Troubleshooting Tips
Error: Customer has an overdue transaction
Error: You cannot set the amount for items of this type.
This error occurs because the item that is used on that row is an item that is not associated with an Amount ie a Subtotal or discount type item, as QuickBooks likes to calculate its own Subtotal amounts please delete the amount cell and retry the import.

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