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How to Import Invoices into QuickBooks Online & Desktop?

How to Import Invoices into QuickBooks Online & Desktop?

QuickBooks assists its users in importing invoices, along with handling transactions. You can stick to this guide, in order to learn the process to import invoices into QuickBooks online and QuickBooks desktop. QuickBooks import invoice service permits smooth transition from the previous application being used. It is very necessary for the user to know the right method to import invoices in QuickBooks, be it online or the desktop. One can easily import invoices from excel to QuickBooks directly.  

Importing Invoices into QuickBooks - Screenshot Image

If you want to learn the process to import invoices in QuickBooks online and desktop successfully, then in that case read this article carefully till the end. You can also contact our professionals for any sort of technical assistance at 1-844-521-0490. Our team professionals will ensure to answer all your queries immediately.

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Steps to import invoices into QuickBooks online and desktop

Below are the quick steps to import the invoices into the QuickBooks desktop and online versions:

Step 1: Importing invoices in QuickBooks 2013

  • The user should launch the QuickBooks desktop
  • Click on the file menu
  • Move to the utilities tab
Utilities option - Screenshot
  • Click on the import tab
  • And select the excel files using the drop-down menu
Import Excel Files in QuickBooks - Screenshot
  • Hit the no tab when asked in order to add multiple entries

Step 2: Importing invoice data into QuickBooks online

Import data invoices in QBO - Screenshot
  • The user should first launch to QuickBooks online
  • Click on the file menu
  • And move to the utilities tab
  • Also, click on the import tab. This will open the QuickBooks import invoices window.
  • Now, click on the excel files tab
  • And select advance import and choose the file you wish to import
  • Move to the preferences tab and decide how you want QuickBooks to handle the duplicate data or errors.
  • Click on preview tab to view the invoices
  • Click on ok tab and wait for the confirmation.

Step 3: Importing invoices into QuickBooks online using excel transactions

  • Click on the upload file menu
  • And look for the spreadsheet and file that have invoices to import.
  • Further click on the QuickBooks entity as invoices.
  • Map the column headers with invoice fields in QuickBooks
  • Click the import tab in order to add the invoice to QuickBooks.

Similar article: Steps to Import and Export QuickBooks Data with MS Excel Files in QuickBooks

Step 4: Importing invoices into QuickBooks 2014 with IIF format

  • The first step is to log in to the company file with admin rights.
  • Move to the file option on the top.
  • Click on the switch to single user mode.
Switch to Single-user Mode - Screenshot
  • Hit the file tab.
  • Click on utilities.
  • Click on import
  • Select the IIF files
Import the IIF files - Screenshot
  • Browse the IIF file and hit open tab.
  • Click on ok tab.

Step 5: Importing invoices in QuickBooks desktop using CSV format

  • Move to the banking tab
  • Click on the update drop down menu
  • Choose the file upload or file to upload and select the saved .csv
  • Hit next
  • From the QuickBooks account drop down and select the account where you have to import
  • Map the fields according to CSV file format
  • Click on next and select the transactions to import.
  • Click on yes
  • When you get confirmation of the import and click on finish tab.

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Step 6: Batch import invoices QuickBooks creating spreadsheet

Method 1: Creating a spreadsheet

Arranging columns based on the information you want to add to your invoices such as customer, invoice number, invoice date, item amount, due date, and item tax code.

Method 2: Enabling custom transaction numbers

  • Click on settings
  • Move to account and settings
  • Click on sales tab
  • Edit tab in the sales form content tab
  • Click on the custom transaction numbers
custom transaction numbers - Screenshot
  • Select the save tab
  • Click on done tab

Method 3: Upload the spreadsheet

  • Click on the settings tab
  • Select the import data option
  • And click on the invoices
  • In the browse section add the new products, customer and services if needed
  • Hit the browse tab and select the spreadsheet that you just created
  • Click on the next tab.

Also Read: Resolve Data Damage on your QuickBooks Company File

Importing invoices in QuickBooks online and desktop is pretty much easy, once you follow the above stated set of steps. However, if you are still unable to import the invoices successfully, then in that case feel free to contact our QuickBooks enterprise tech support team professionals at +1-844-521-0490. Our experts and certified professionals will ensure to provide you with immediate support services.

 

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How to Move your QuickBooks Desktop file to QuickBooks Online?

Want to move QuickBooks desktop file to QuickBooks online, but can’t decide where to start from? There are certain questions in QuickBooks desktop users, while they plan to switch to QuickBooks online. These questions include: whether you should migrate to QuickBooks online? Or What does and doesn’t convert from QuickBooks desktop to online? Also, how to prepare for migration? How to migrate your data? And a lot more. If you are also having any of these questions in your mind, then today’s article will surely be helpful to you. In this article, we will be answering all the questions in detail and will we be providing the readers with the entire process involved in moving QuickBooks desktop file to QuickBooks online. To know more, reading this article carefully is recommended.

The user can even have a conversation with our QuickBooks professionals and let them handle the situation on their behalf. Thus, do not think twice, just ring up to us at +1-844-521-0490, and we will provide you with the best possible solutions to all your queries.

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Should you migrate to QuickBooks online or not?

No doubt, QuickBooks online and QuickBooks desktop are both powerful tools, but at times there are certain aspects that make deciding between the two easy for the user. Often company file plays the most important role in deciding which option is better between the two. The company file is basically the one that contains all the information about the business is stored, which includes inventory, employee information, customer lists, banking history, accounting records and much more.

When the companies are large, they have complex company files with extensive histories, large inventories, and large overall file sizes. In case the user is a QuickBooks enterprise user, then this might indicate that the user is having a large company and might not be a good candidate for migration based on the complexity of the company file.

The most important point to be noted here is that, the earlier mentioned statement doesn’t mean that the option to migrate to QuickBooks online is not for QuickBooks enterprise users. Large size company files might require additional setup in QuickBooks online. Moreover, if you are a small or medium sized company using QuickBooks desktop pro, premier, or premier accountant, then migrating to QuickBooks online is a great option for you and moreover the complexity of the company file will be relatively low.

There are certain features that the company needs to run the business, which the user needs to understand, before simply starting with the migration process. You can check out the chart below:

Whether I should migrate to QuickBooks online?
I use QuickBooks Desktop to…Can be done in QuickBooks OnlineCan be done in QuickBooks Desktop
Access the company file and manage my dataBack up the dataAll editionsAll editions*
Revert to previous version of the company fileNot availableAll editions, with backups
Work with accountantAll editionsAll editions
Access the company file remotelyAll editionsAll editions**
Allow multiple users to access the company fileEssentials, PlusAll editions
Uphold multiple company filesRequires additional subscriptionsAll editions
Work upon multiple QuickBooks windows open at onceAll editionsAll editions
Work with customersCreate and manage invoices and bill customersAll editionsAll editions
Create and manage estimates, send to customers, convert to invoices, and use progress invoicingAll editions; Progress invoicing in Plus onlyAll editions
Keep a track of sales, accept payments, and calculate sales taxAll editions, with QuickBooks PaymentsNot available
Tracking sales and expenses in multiple currenciesEssentials, PlusAll editions
Making a note of projects which include time expenses, pending payments, unbilled workPlusAll editions
Invoice with batch invoicingNot availableAll editions
Prevent sales to customers with overdue invoicesNot availableEnterprise
Work with the suppliersManage bills and pay suppliersEssentials, PlusAll editions
Billable expensesPlusAll editions
Track and manage contractorsAll editionsAll editions
Manage employee dataTrack employee time, including billable hoursEssentials, PlusAll editions
Pay employees, efile payroll taxes, and print and file T4sAll editions, with Enhanced PayrollAll editions, with Payroll subscription
Use online bankingConnect to my bank, download transactions, and reconcileAll editionsAll editions
Undo previous bank reconciliationsBy an accountant, in QuickBooks Online AccountantAll editions
Manage inventoryUse the FIFO method to track inventory quantities, sales revenue, and COGSPlusEnterprise, with Advanced Inventory
Use Average Costing method to track inventoryNot availableAll editions
Set and manage inventory reorder pointsAll editionsAll editions
Create and run reportsTrack income and expenses and organize according to tax categoriesAll editionsAll editions
Run custom, Profit & Loss, expense, and balance sheet reportsAll editionsAll editions
Forecast sales and expensesPlusPremier, Enterprise
Create custom reports with Intuit Statement WriterNot availableEnterprise
Using Advanced ReportingNot availableEnterprise

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What can be converted from QuickBooks desktop to QuickBooks online?

At the time of transferring from QuickBooks desktop to QuickBooks online, the user can transfer much of the information from the company file, without having to re-enter it manually. Whereas, there can certain information that won’t be converted or transferred automatically with the company file.

Moreover, the information that will convert with changes might be handled differently in QuickBooks online, as compared to QuickBooks desktop and might demand certain adjustment after migration. It should be noted that the information that would not get converted will automatically get transferred with the company file and will require manual re-addition after migration.

Preparing for migration

Before the user jumps on to the migration steps, there are certain preparations that are to be made. Let us explore each of the things one by one:

Step 1: Backing up the company file

When a user is making use of QuickBooks desktop, backing up the data on a regular basis is necessary. Whereas, when it comes to QuickBooks online, the data is stored securely in the cloud, which cuts off the need to back up manually. In order to backup the data before migrating, the user needs to carry out the steps below:

  • In case the user is currently using multi-user mode, then it is recommended to move to the file menu. After which, selecting switch to single user mode is recommended.
Switch company file to single-user mode - Screenshot
  • And then, move to the file menu and also hover the backup company option. Also, select create local backup.
  • Once done with that, select local backup and also hit next
Create local backup of QuickBooks company file - Screenshot
  • Moving ahead, choose browse in the local backup online section, and also select where to save the company file.
Browse in the local backup online - Screenshot
  • Also, set the number of backups to be kept, though it is not mandatory.
  • The user can run a test to ensure that the backup file is correct before saving it. In case any sort of issue is encountered, then carrying out troubleshooting steps is recommended
  • Moreover, the user needs to choose OK tab
  • And then, select save it now, and also hit next. Along with this, a confirmation message might display when the backup gets complete.
Successful Message - Screenshot

Step 2: Updating QuickBooks desktop

Another important thing to ensure before proceeding to the migration process, is to check whether the software is update QuickBooks desktop to the latest version. The steps to be followed in this case includes the following:

  • At first, the user needs to open QuickBooks desktop
  • And then, choose help and also update QuickBooks desktop
Update QuickBooks Desktop - Screenshot 1
  • Once done with that, the user can choose update now tab
Update now - Screenshot
  • Followed by selecting get updates tab
Update QuickBooks - Screenshot
  • Moving ahead, in case the is not using single user mode, then selecting file is recommended, and also switch to single user mode
  • The user is then suggested to choose file option and then hit exit tab
  • Now, reboot QuickBooks desktop
  • In case the user is having payroll, then he/she is recommended to run it

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Steps to import QuickBooks desktop file to QuickBooks online

It should be noted that, you might require a trial version, so as to convert the file if you’re using a version older than 2018. The steps might vary for different QuickBooks desktop versions, so let us explore each one of them one by one:

QuickBooks Desktop Pro or Premier

If you are a QuickBooks desktop pro or premier user, then the steps below can be followed:

  • The user is supposed to firstly sign in as admin to the company file that is to be imported
QuickBooks Online Sign In - Screenshot
  • And then, move to the company menu and also choose export company file to QuickBooks online
Export company file to QuickBooks online - Screenshot
  • Once done with that, the user should choose start your export
  • Also, sign in as an admin to QuickBooks online company
  • In case the user is tracking inventory in QuickBooks desktop:
    • The user needs to select yes to bring them over and then specify the as of date
    • Also, choose no, in order to set up new items later in QuickBooks online

It should be noted that only QuickBooks online plus and advanced can track inventory. Moreover, both the plans use the FIFO method

  • The user is then required to select the choose online company dropdown and then select the QuickBooks online company to be replaced by the company file.
QuickBooks online company to be replaced by the company file - Screenshot
  • Moving ahead, the user should select continue
  • And enter agree in the text field and also choose replace
  • The last step is to select yes, go ahead and replace the data and also select replace.
Successful Message - Screenshot 1

QuickBooks desktop enterprise

If the user makes use of advanced features of QuickBooks enterprise, it is recommended to start fresh, as some of the data won’t get converted. In case the user wants to keep using these features in enterprise, then it is recommended to know more about cloud enabled QuickBooks desktop enterprise. Or user can also switch to QuickBooks online advanced, which possess powerful tools such as smart reporting and accelerated invoicing. The steps to be followed to import QuickBooks desktop enterprise file to QuickBooks online, are as follows:

  • At first, the user should sign in as admin to the company file to be imported
  • And then, the user should ctrl + 1 to open the product information window
  • The next step is to press Ctrl + B + Q and choose ok tab
  • Moving ahead, the user needs to select start your export, on the export window
  • Followed by signing in as admin to QuickBooks online company
  • The user is then required to select yes to bring them over and specify the as of date, if he/she tracks inventory in QuickBooks desktop
  • Or choose no, if you want to set up new items later in QuickBooks online

It should be noted that only QuickBooks online plus and advanced can track inventory. Also, both plans make use of FIFO method

  • Once done with that, the user needs to select choose online company dropdown, and then select the QuickBooks online company to be replaced by the company file
  • And also, select continue tab
  • The next step is to enter agree in the text field and also choose replace tab
  • Lastly, the user needs to select yes, go ahead and replace the data and also choose replace

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Ensuring that books match

The user can run one of the financial reports to check if the import is successful.

  • The user needs to run a report such as profit and loss on accrual basis in QuickBooks desktop
  • Run the same report on accrual basis in QuickBooks online

In case the reports match, the user can start with QuickBooks online. Whereas, if any issue persists with the reports, then in that case:

  • The user can check the guide to know what happened to the data when he/she moved from QuickBooks desktop to online
  • In case the reports still have any issue, then the user can get in touch with a professional.

Setting up inventory

The user can turn on inventory tracking in QuickBooks online by carrying out the steps below:

  • Initially, the user should move to the settings and then choose account and settings
  • After that, choose sales tab
  • And also, select edit tab in the products and services section
  • The user is then required to turn on show product/service column on sales form
  • Followed by, turning on both track quantity and price/rate and then track inventory quantity on hand
  • The last step is to select save and then hit done

QuickBooks online calculates inventory costs from the inventory start date using the first in first out method.

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Winding up!

If you have made up your mind to move your QuickBooks desktop file to QuickBooks online, then the above listed steps might be enough to successfully perform the required procedure. Still, if in case you have any query regarding the same, or if you get stuck at any point of time, then in that case don’t be hesitant in consulting our professionals right away.

A simple call at 1(844)521-0490, would work wonders. Our QuickBooks enterprise support team will ensure to answer all your queries and assist in successfully moving the QuickBooks desktop file to QuickBooks online.

 

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