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billing-rocketfa
December 23, 2021
Question

Importing an Employee Expense report

  • December 23, 2021
  • 1 reply
  • 0 views

Employees complete an Excel worksheet of their expenses. The expense report then becomes a bill with multiple entries. I want to import the data on the worksheet to the bill. Is this possible? If so, how? I can format the Excel sheet to match the columns of the bill. Some of the expense reports have 50-60 items, so you can see that manual entry is tedious.

1 reply

S
SSWap5922
December 23, 2021

Are you familiar with QBO's import feature? You get to it by clicking on the top-right gear icon and clicking on import data. There's a downloadable template spreadsheet you can use, too, to model your expenses before importing them. That, or use a third party app (which is probably what most advanced QBO users do i imagine - the benefits outweigh the costs and assuming you understand well enough how the program is treating these transactions).

How do you plan on reimbursing employees for their expenses? Cheques, EFT or via payroll? 


Happy holidays.

T
Trish_T
December 23, 2021

Hi billing-rocketfa,

 

Thanks for reaching out to Community.  We're pleased to see you here!  QuickBooks Online is a versatile program with the tools you need to import your data seamlessly.  As suggested by SSWap5922, you can download a sample file to ensure the information is mapped correctly prior to uploading it into your QuickBooks account.  I'd be happy to provided more detailed instructions for you so you can accomplish your goal and get back to what you love!

 

If you're using QuickBooks Online Plus, you can import bills with multiple line items or as a total value for each bill.  Any sales tax codes are mapped so there's no need to make changes before importing.  We do suggest that the file doesn't exceed 100 bills to be imported at one time.  Before proceeding, you'll need to ensure you're using QuickBooks Online Plus.  Here's how:

 

1. From the Gear in the top right, select Account and Settings

2. Open Billing and Subscription

3. Review your current product and hit Upgrade if necessary

4. Follow the onscreen steps to complete the upgrade process.

 

Before importing you csv (or Excel) spreadsheet, you'll need to map it with the following columns:

 

-Bill no

-Supplier

-Bill Date

-Due Date

-Account

-Line Amount

-Line Tax Code

 

When  you're ready to upload your file, follow these steps:

 

1. From the Gear in the top right, select Import Data

2. Click on the tile for Bills

3. Preview what's required to import bills, or download the Sample file

4. Choose Browse, then open your csv file and hit Next

Note:  If you would like to auto-create suppliers, select the checkbox beside Add new suppliers that don't already exist in QuickBooks.

5. Select the Date Format that's identical to the one on your csv file

6. Choose the applicable Tax option

7. Continue to map the mandatory fields and hit Next

8. You'll see a summary of the report and select Start Import

Once the process is complete, an import summary will be displayed.  Hit OK to finish.

You're all set!

 

For your reference, here's how to Import your bills in QuickBooks Online.

 

If you have any other questions, please feel free to reach back out.  We'd be glad to assist!

 

 

 

 

 

 

B
billing-rocketfaAuthor
December 23, 2021

Thanks to both of you for your help.  I.ll give it a whirl and return with any questions.

kerry

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