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CharlesQuestion
November 5, 2024
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Importing CSV invoices - Format of

  • November 5, 2024
  • 1 reply
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We're trying to import invoices from a third-party program into QBO. 
 
The exported CSV's format follows QBO's documentation.
 
The issue comes from the "Item(Product/Service)" column.
 
We have set-up Interpreting as a service in QBO. But QBO won't let us import the CSV if that column reads "Interpreting."
 
The documentation says that the "Item(Product/Service)" column needs to follow this format:
Flowers:Roses:Red Roses
 
How do you express an Interpreting service in that format?

Best answer by Kevin_C

Thanks for the prompt response, @CharlesQuestion. I'm here to guide you on how to format the file to ensure you can import your invoices into QuickBooks Online (QBO).

 

Based on your configuration of the product/service item, you must verify that it aligns with the CSV file. If you're not using categories and subcategories, simply modify the service item in the CSV file by removing any associated categories.

 

If you're using categories and subcategories, please ensure that you're using the correct format in the CSV file, which is [Name of category]:[Name of sub-category]:[Name of product/service]. For instance, if my service item is Interpreting, Flowers is the category, and Roses are the sub-categories. Then, the format in the Item column would be Flowers:Roses:Interpreting.

 

Please see the screenshot below for your visual reference:

 

Once imported, it will appear like this: 

 

However, if it's formatted correctly in your CSV file and the issue persists, I suggest accessing your QBO account using an incognito window to determine whether the problem is with your browser. Here are the shortcut keys:

 

  • Google Chrome: press Ctrl + Shift + N
  • Mozilla Firefox: press Ctrl + Shift + P
  • Safari: press Command + Shift + N

 

Once you're in incognito mode, log into your QBO account and import your invoices again. If you're able to import them using a private window, return to your regular browser and clear its cache. Clearing the cache and cookies is the best way to get a clean slate for your browser. Alternatively, using other supported browsers can also be a good option.

 

Moreover, you'll want to visit this article that outlines how to document your invoice payments to keep correct financial records: Record invoice payments in QuickBooks Online.

 

I'm all ears and ready to provide further support regarding importing invoices in QBO. I'm just around to promptly assist you. Have a great day!

1 reply

K
Kurt_M
November 5, 2024

It's a pleasure to have you in the Community space, Charles. I'll provide details to ensure your invoices get imported successfully inside QuickBooks Online (QBO).
 

First, please know that the Products or service items should be arranged accurately according to how they'll be written or coded inside the CSV file. This way, QuickBooks can easily recognize the data you're trying to get into your company and finish the importation process. Moreover, if you use categories and subcategories, implement them in the file you wish to upload inside the system. I'll outline the steps to get you going:

 

  1. Locate the CSV file in your system and then open it. 
  2. Review the data inside the CSV file and ensure they follow this format [Name of category]:Name of sub-category]:[Name of the product/service item]. 
  3. Once done, click File menu and then select Save.
  4. Import the invoices inside QBO. 


See this page for more details about the process: Import Multiple Invoices at once in QuickBooks Online.

 

You can also consider utilizing a third-party application to streamline data transfer from one program to another. Visit our official QuickBooks App Store to help you find an app: https://quickbooks.intuit.com/app/apps/home/en-us/

 

In addition, you can check this article to know more about what data can be imported inside QBO: Common questions about importing data to QuickBooks Online.

 

I'll be on the lookout if you require further assistance importing data or managing invoices inside QuickBooks. You can count on me to help you out right away. Keep safe. 

C
CharlesQuestionAuthor
November 5, 2024

Hi Kurt,

 

Thanks for replying but you have not addressed the issue.

 

We need to import invoices as CSV files. The CSV files are formatted per QB documentation.

 

The issue is that (please see screenshot I uploaded) that we need to call our Interpreting service (set-up in QBO) using the Flowers:Roses:Red Roses format.

 

We know that our "Red Roses" is "Interpreting." What we don't know is what category and possibly subcategory we need to add before. 

 

Your importer tells us what to enter but not where to find that info.

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