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9
9341452201355835
April 24, 2025
Question

Bulk Invoice Import Overwrites Default Payment Method – Is There a Way to Include Payment Method in the Spreadsheet?

  • April 24, 2025
  • 1 reply
  • 0 views

Hi there,

 

We’re using QuickBooks Online and running into an issue with bulk importing invoices. Each of our customers has a default payment method set to ACH, but when we import invoices using a spreadsheet, the system overwrites the default payment method, and there doesn’t seem to be an option to include the payment method as a field in the import spreadsheet.

 

This forces us to go into each customer profile manually to reset the payment method, which really undermines the efficiency of the bulk import process.

 

Can anyone confirm:

Is there any way to include payment method in the import spreadsheet?

Are there any workarounds or third-party tools that would allow us to retain or assign payment methods during import?

 

Thanks in advance for any insights!

1 reply

R
Rea_M
April 24, 2025

Hello there! It's great to see you make your first post here in the Community! I truly appreciate the information you've provided. I have some details about the bulk invoice import feature in QuickBooks Online (QBO) so you can manage your customers and sales transactions accordingly.

 

Importing invoices through the Import data process would only impact the following relevant fields: Invoice No, Customer, Invoice Date, Due Date, Terms, Service Date, Item, Item Description, Item Quantity, Item Rate, Item Amount, Currency, Memo, Location, Shipping Address, Ship Via, Shipping Date, Tracking No, Shipping Charge, Email, and Class. This process does not affect the default payment method assigned to existing customers.

 

 

Moreover, the Payment method isn't included in the import as it is determined during the processing of the Receive payment entry. Therefore, you may want to prepare a spreadsheet with receive payment data and explore third-party applications from the Apps menu that can facilitate the import of this specific information into QBO.

 

Once everything is all set, I recommend pulling up and customize the Transaction List by Customer report. This enables you to effectively track and analyze your transactions, including both income and expenses, organized by customer and manage your financial activities more efficiently.

 

Additionally, have you had the opportunity to reach out to our QuickBooks Live Expert Assisted team yet? They specialize in simplifying revenue and financial management just for you. I encourage you to explore their services, as their expertise could be a valuable resource for all your accounting needs!

 

I am dedicated to offering tailored solutions to your unique importing concerns as you manage your business growth and entries. Your issue matters to us, so don’t hesitate to reach out whenever you need further assistance. Wishing you a fantastic day ahead!

9
9341452201355835Author
April 24, 2025

Hi! Thank you for your quick reply.
 
The issue we have is that the bulk import over-rides all of the invoices and turns off the payment options we have set to default. I have spoken with the quickbooks live team once, and have not had any help with this issue. They said that this isn't something they can help with. However, I would imagine quickbooks wants us to be able to automatically turn on Payments since Intuit makes money each time someone pays through their system. Any ideas of what we can do?

J
Jessavell_A
April 24, 2025

Including the default payment method when bulk importing invoices in QuickBooks Online (QBO) is a great idea.

 

To help us understand why the bulk import is overriding all of the invoices, could you please provide a screenshot? Any additional information you can share will help us find a more accurate solution for you.

 

While I understand the need for a default payment method during the bulk import of invoices, I recommend submitting this feature request directly to our Product Development Team for further review. Here's how to do it:

 

  1. Navigate to the Gear icon.
  2. Select Feedback from the Profile option.
  3. Enter your comments and suggestions. Then, click Next to submit.

 

In the meantime, you can manually adjust it to ensure that all invoices, including their payment methods, are correctly set.

 

Additionally, if you have international customers, managing exchange rates and foreign currencies can be challenging. You may want to utilize the multicurrency feature to record foreign transactions easily, without the hassle of converting exchange rates.

 

We're one reply away if you have additional questions about importing data in QBO. We're dedicated to provide tailored solutions to support your business growth and entries.

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