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communityoil
June 4, 2021
Solved

How can I import selected data from a spreadsheet into a chosen slot in an Invoice Form. Am using copy/paste but it's laborious. Any ideas please.

  • June 4, 2021
  • 1 reply
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Original commenter did not share additional details
Best answer by Charies_M

Hello there, communityoil.

 

Thanks for the additional information. Okay so there is one other way to copy in information other than manually invoice to invoice if you do not want/are unable to use the import invoice option in Quickbooks.

The  other way would be to add details on the invoice every time automatically would be to include it in the bottom section of the custom form itself if it is the same data, you could create a custom form(the cog in the top right>custom form styles) or edit your current one. Just go to edit and then content and click on the bottom third of the template it shows. You could also look at recurring templates if it is regular invoices to set customers as they would auto create over a period so once the first one is created and set to recurring you would not then be entering info for the rest of the recurring period.

 

If that does not work for you we'd suggest taking a look at it as you just need your spreadsheet to be in Excel in order to import the details.

Here's an article you can read to learn more about importing your invoice custom form styles: Import Custom Form Styles for Invoices or Estimates.

 

Otherwise, you can look for a third-party application that can help import in QBO.

Here's are the steps to route you to QuckBooks Apps:

 

  1. Go to this link: https://quickbooks.intuit.com/app/apps/.
  2. Choose an application from the results.
  3. You can click Learn more for more information about the app.

All the applications listed are verified and approved by our product engineers to work best with QuickBooks Online.

 

Keep in touch if you need any more assistance with this, or there's something else I can do for you. I've got your back. Have a good day.

1 reply

J
jamespaul
June 4, 2021

Hello, communityoil.

 

Aside from copy-pasting data from a spreadsheet into the invoice creation screen, you can import your invoices to QuickBooks. I'll definitely share more details about the process and how it is done. 

 

Take note that you'll be importing an entire invoice, not just a single field or slot in an invoice form.

 

If you only need to work on a single field, then the copy-paste method works. Though, the import process can also achieve this. 

 

That said, you'll want to format your spreadsheet into a CSV file first. This is great if you're entering multiple invoices. Also, there's a guide available for you to follow the correct format.

 

Here's how to get started: 

 

  1. Click the gear icon, then select Import data. 
  2. Choose Invoices.
  3. Click the Download an example to download a sample file for your guide.
  4. After formatting your spreadsheet, go back to the Import invoices screen then click the Browse button.
  5. Look for your saved CSV file, then follow the import process. 

 

The prompts will allow you to map your data to your imported spreadsheet file. Simply select Not applicable if you don't have any data for the selected field (works only on non-mandatory fields). 

 

If you'd like to learn more about the import process, you can read this article: Import multiple invoices at once.

 

After entering your invoices, do you need help recording payments (partial or in full)? This article can guide you through the process: Record invoice payments in QuickBooks Online.

 

I'll be around the Community space, so don't forget to visit this thread again if you have more questions about your invoices. I'm also happy to assist you in any other tasks you want to complete. 

C
communityoilAuthor
June 4, 2021

JamesPaul,

Apologies, I was not quite explicit enough in my question:   I have data in a spreadsheet which I would like to import into chosen slots in a QBO invoice.  The spreadsheet is not an invoice but contains data which I need to place into a QBO invoice.  Currently I use copy/paste but I need to carry out this process for every invoice I raise.  There are 3 pieces of data to be imported for each invoice and the import is to the same destination for each invoice I raise.  I'm trying to reduce invoicing time.  Look forward to your response.

Kind Regards

Geoff Stephens

C
Charies_MAnswer
June 5, 2021

Hello there, communityoil.

 

Thanks for the additional information. Okay so there is one other way to copy in information other than manually invoice to invoice if you do not want/are unable to use the import invoice option in Quickbooks.

The  other way would be to add details on the invoice every time automatically would be to include it in the bottom section of the custom form itself if it is the same data, you could create a custom form(the cog in the top right>custom form styles) or edit your current one. Just go to edit and then content and click on the bottom third of the template it shows. You could also look at recurring templates if it is regular invoices to set customers as they would auto create over a period so once the first one is created and set to recurring you would not then be entering info for the rest of the recurring period.

 

If that does not work for you we'd suggest taking a look at it as you just need your spreadsheet to be in Excel in order to import the details.

Here's an article you can read to learn more about importing your invoice custom form styles: Import Custom Form Styles for Invoices or Estimates.

 

Otherwise, you can look for a third-party application that can help import in QBO.

Here's are the steps to route you to QuckBooks Apps:

 

  1. Go to this link: https://quickbooks.intuit.com/app/apps/.
  2. Choose an application from the results.
  3. You can click Learn more for more information about the app.

All the applications listed are verified and approved by our product engineers to work best with QuickBooks Online.

 

Keep in touch if you need any more assistance with this, or there's something else I can do for you. I've got your back. Have a good day.

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