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Import vendor bills into QuickBooks desktop and online

Import vendor bills into QuickBooks desktop & online

QuickBooks has powerful features that help business owners manage bills, payables, and other financial transactions. Here’s what you’ll need to get started.

  • Bill entry and tracking is an essential part of the accounting cycle.
  • Manually managing bills and payables is a risky practice that invites errors.
  • QuickBooks has powerful features that can assist you in effectively managing bills while also generating key insights on payables and cash flow issues.
  • This article is intended for small business owners and accountants who are new to QuickBooks.

Most modern businesses must deal with payables from multiple vendors for goods and services rendered, each with its own set of payment terms, due dates, and other pertinent information. It’s difficult to manage this level of financial complexity with scribbles on a piece of paper or a calendar, and even Excel accounting has its limitations.

QuickBooks simplifies the life of a small business accountant. It offers a slew of powerful features for tracking and managing finances, allowing your company to run smoothly while also providing insights into accounts payable management, cash flow projections, and vendor relationships.

How to Import Vendor Bills into QuickBooks?

If you’re transitioning from another bookkeeping program to QuickBooks or have many bills to enter, use the import feature to save time and effort.

Here are the QuickBooks Online steps:

1. Get the file ready:

Before importing your bills into QuickBooks, fill out the following fields in your Excel or CSV file:

  • Vendor Bill date
  • the deadline
  • Line tax code Account line amount
  • Each column header must be mapped to the QuickBooks bill fields during the import process.

2. Save the file to your computer:

To upload the file for import, simply follow these simple steps:

  • Select Import Data from the Settings menu.
  • Choose Bills. The data file will be demonstrated.
  • Once you’ve seen all the fields, click Browse and select the sheet you created.
  • Choose Open > Next.

3. Arrange the headers:

You’ll be asked to go over the column headers and match them up with the fields on the QuickBooks bill. Choose a date format and VAT option. Select Next after mapping the VAT codes to those in QuickBooks. Any mapping issues are highlighted so you can make changes later.

4. Finish the import:

QuickBooks will display an import summary. To begin the import process, click Start Import. When the import is complete, you’ll see the status and can confirm that all of your bills have been imported. After you’ve verified everything, click Done > OK to finish the process.

How to enter bills into QuickBooks Online?

After logging into QuickBooks Online and creating an account, the process of entering bills into the tool’s user-friendly, feature-rich interface is simple.

Before entering your bills, you must configure your vendors, products, services, and items to sync with your bills. Many fields you encounter when entering new bills should auto-populate after this initial setup, matching relevant products, services, vendors, and even specific product lines.

The steps below will walk you through the process of entering new bills into your QuickBooks Online account; this process is the same regardless of which accounting method you use:

1. Make a fresh bill:

QuickBooks Online has several menu options. To begin, select New. Select Purchase Bill from the Suppliers column.  This will launch the Bill interface, which will display the relevant fields as shown in the next step.

2. Enter the bill information:

Unless you’ve customized the interface via QuickBooks’ advanced settings, the new Bill page will include all relevant fields for entering standard information.

The bill information is similar to that required to write a check. Here are some of the most frequently encountered fields:

  1. Vendor: You can either create a new vendor or select the vendor who sent the bill. Once selected, all vendor information is automatically filled in.
  2. Bill Date: Input the invoice date from the bill. Make sure to enter the actual invoice date, not the date you received the bill.
  3. Due date: The due date is calculated automatically based on the bill’s date and the payment terms. Even so, it’s a good idea to double-check the due date by comparing it to the one on the bill.
  4. Invoice number: Enter the invoice number from the vendor’s bill. This will be useful if you need to contact the vendor about the bill.
  5. Category: Select a category from the drop-down list, or create a new account if one isn’t available or applicable, or if this isn’t a customer-billed expense.
  6. Description: Describe the expense in detail. You can be as detailed or succinct as is required; this information will make it simple for you to identify and comprehend the type of bill when you’re eventually closing accounts.
  7. Tax: Check this box if you want to charge the customer with sales tax for the expense.
  8. Amount: The total cost or value of the bill is shown here as the amount.
  9. Markup percentage: If you intend to charge the costs to a customer, this field is important. If you want the billable amount to be greater than what your vendor or supplier is billing, enter the markup percentage.
  10. Billable: Select this option if you want to bill the customer for this expense. A billable expense is handled better when it is attributed to the good or service rather than the category.
  11. Product/Service: Every customer purchase needs to be associated with an inventory item. Assign service items to the customer-billed services. Choose a product or service or click Add New to create a brand-new one. Fields like rate, description, tax, markup percentage, and class automatically populate after being chosen.
  12. Quantity: Enter the number of goods or hours that were bought. The price is multiplied by the quantity after you enter it, along with any applicable markup percentage, to determine the amount.
  13. Project/customer: Choose an existing project or customer for the bill, or create a new one.
  14. Save: When you’ve finished entering all the details, click Save to save your bill.

3. Review your bill:

After you’ve entered a bill, go to the Vendor Centre to double-check it. To see a list of suppliers, go to the Expenses menu and select Vendors. Locate the vendor and check the open balance to see how much money is owed to the vendor. To view the details of all outstanding bills, click on the vendor’s name. The bill you just entered should be visible.

Import vendors into QuickBooks Online using a CSV or Excel file:

Importing your vendor data into QuickBooks online via CSV or Excel file involves a few steps. You’ll need to prepare your spreadsheet before starting and finishing the import in QuickBooks Online.

Step 1: Create a spreadsheet

Each spreadsheet column corresponds to a field you want to import into QuickBooks Online, and each row contains information about a specific vendor.

QuickBooks allows you to import the following fields, but not all of them must have data:

  • Company name
  • Contact name
  • Phone number
  • Email address
  • Mobile number
  • Website
  • Fax number
  • Street address
  • City ZIP code
  • State
  • Country
  • Tax ID number

The labels for each column in your spreadsheet should be in the first row. These label names, however, do not have to be identical to the field names in QuickBooks Online. You can map each column to a different field on the vendor list during the import process. Avoid the columns that contain fields that you do not want to populate.

In Excel, the vendor information spreadsheet must be on the first workbook tab. Only the first tab will be considered by QuickBooks Online.

Step 2: Open QuickBooks Online and import the file

  • Select Expenses > Vendors in QuickBooks Online.
  • Select Import Vendors from the New Vendors drop-down arrow in the Vendor Centre.
  • Browse in the box labelled Select a CSV or Excel file to upload.
  • Open your CSV or Excel file.
  • To proceed, press the Next button.
  • Map your imported file fields to QuickBooks Online fields on the Map Data page. If your column headers match the fields in QuickBooks Online, the software will automatically select them. These are just ideas; you can always change them.
  • It’s fine if your imported sheet has extra headers, and you don’t need to have matches for all the vendor columns in the software. If you don’t have a match, click No Match. When you’re ready to move on, click Next.
  • Check your data. Check that the number of imported records matches the number of rows in your spreadsheet, excluding the header row. If you find any problems, you can fix them here or go back and make any necessary mapping changes. Uncheck any records that you do not want to import.
  • When you’re finished, click Import to continue.
  • When the import is finished, you’ll see a message indicating which vendors were successfully imported. QuickBooks Online’s Vendor Centre now includes your vendors.

How to Delete a Vendor in QuickBooks

You might want to remove a vendor at some point. However, if you’ve already used a vendor’s information in a transaction, you can’t delete the vendor from QuickBooks. You can, however, make the supplier inactive so that it does not appear in the Vendor Center.

To deactivate a vendor, follow these steps:

  • Navigate to the Vendor Centre.
  • Locate the vendor you want to deactivate.
  • Select Make Inactive from the drop-down menu.
  • To confirm, click the Yes button.
  • QuickBooks will warn you if you attempt to deactivate a supplier with an outstanding balance. Choose No and record the outstanding balance before deactivating the vendor.

How to enter bills into QuickBooks Desktop?

Learn how to use QuickBooks Desktop to capture and upload bills.

You can upload your bills to QuickBooks using the QuickBooks Desktop mobile app or your computer. QuickBooks reads the information from the bill and compares it to an existing transaction. The match can then be reviewed and approved. Here’s what you should do.

Step 1: Enter all your bills into QuickBooks Desktop.

Please do not upload any sensitive information such as credit card numbers, Social Security numbers, or health information.

Bills from QuickBooks Desktop should be uploaded:

Here’s how to use QuickBooks Desktop to upload PDFs or images of your bills. You can only have one bill per page if you use PDFs.

  • Navigate to Vendors, then Upload and Review Bills.
  • Select the Intuit Account that you use for your company file.
  • To add your Bills to your QuickBooks company file, choose Browse to upload. Each image or file should only have a single bill.
  • QuickBooks accepts PDFs and images in jpeg, jpg, gif, or png formats.

Step 2: Go over the bills, edit them, and match them to the transactions:

When you upload bills into QuickBooks Desktop, they will appear in For Review. You can review, edit, match, or add transactions to the register from here.

  • Select Bills from the Vendors menu.
  • If any bills are still in processing mode, they will be visible in the processing section. Select Details to see all the bills that are still being processed.
  • To view your receipts, select the Refresh icon from the For Review tab.
  • If QuickBooks discovers a duplicate of a bill you’ve uploaded to the register, it will prompt you to Review the Bills; otherwise, you can import the bill data.
  • You can then select the row to see a side-by-side comparison of the bill you sent and the bill data captured. You have the option of selecting: Review if there are multiple matches. Review assists you in selecting or rejecting the desired match.
  1. Delete to remove both the captured bill data and the uploaded bill.
  2. Import bill data to convert the captured bill data into a bill that you can edit and save.
  3. If expense receipts were incorrectly sent to the Bills dashboard, navigate to Receipts. This option returns the receipt to the Receipt Management dashboard.


1. What types of transactions are supported by QuickBooks?

Bank transactions, accountant’s changes, general journal entries, and batch transactions can all be imported. Your customers and vendors can also be imported. Reports, general journal entries, and customer and vendor lists are all exportable. The following are some lists and transaction types that can be imported into QuickBooks.

2. What is the best way to import bills into QuickBooks?

Apps can be found online or in the QuickBooks App Centre. We are unable to recommend an app because we want to choose the app of your choice. You can contact the app’s support team after you’ve found it. This allows them to assist you in integrating QuickBooks and properly importing your bills.

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