How to import Bills into QuickBooks Online with Business Importer


: How to import into QuickBooks Online with Business Importer


  1. Importing Bills into QuickBooks Online
  2. Common errors during the import and solutions
  3. Fields description for easy mapping
To import Bills into QuickBooks follow 3 simple steps:

Step 1: Go to Import tab. Upload your Excel file or paste the DropBox or Google Drive link. Click on the Next button

Step 2: Select the desirable sheet in your file and click Next.


Step 3:

  • Map Provider Labels fields with Your Labels from the file. To map all fields properly you can use “Help me with mapping” (right side of the screen).
  • Required fields are marked with a red asterisk, they should be mapped for successful import.
  • Additional rule for Bills import: either Line: Account Name or Line: Product Name must be specified for this transaction.
After mapping, scroll down and click Next button to preview or edit your data before the import or on Start Import button.
* If you map an AP account, make sure it is Accounts Payable
Congratulations! You have successfully imported Bill into QuickBooks Online!

Possible Import results:


Errors in the Bill import


The most common errors and the ways to solve them.
Problem Error Solution Correct Example
Transaction Amount is not specified, or specified incorrectly. Business Validation Error: You must specify a transaction amount that is 0 or greater. Check the transaction amounts in your import file, all the lines should contain a value (even if it is 0), no brackets or other symbols are valid. 300
Line Account Name is missing. Required parameter Line: Account name is missing in the request. Map the the Line: Account Name column from your import file to the Providers Labels. Make sure all the lines of this column contain correct values, existing in your QuickBooks account. Office Supply
The name of account you used in the import file does not exist in your QuickBooks company. 1298 account wasn’t created. Please try to enable Account auto-creation in import Settings or create it manually on QuickBooks Online and then continue import. Enable Account auto-creation function (click your email in upper right screen corner->Settings->Edit Settings->Account->Create Accounts if not available) or create it manually on QuickBooks Online and then continue import Office Supply
You can’t use an Accounts Receivable account on a Bill Business Validation Error: You can’t use an Accounts Receivable account on a Bill. Choose another type of account. Accounts Payable
Accounts Payable account cannot be applied on the detail portion of a Bill Business Validation Error: You can’t use an Accounts Payable account on the detail portion of a Bill. Choose another account type of your account. Expense
Supported fileds and their description in QuickBooks Online
QuickBooks Field Business Importer Name Description Example
DocNumber Bill number Reference number for the transaction. 1
Attachments Attachment: Id ID of attachment which will be linked for creating object

How to attach documents to transactions which already has been uploaded to QuickBooks Online

Attachments Attach attachment to email. Attach attachment to email. True
Attachments Attachment: File Link Link to file for attachment

How to attach documents to transactions with file link
TxnDate Bill date The date entered by the user when this transaction occurred. Date format:dd/MM/yyyy, e.g. 20/09/2015. You can change it on Settings page. 20/09/2015
DueDate Due date Date when the payment of the transaction is due. Date format:dd/MM/yyyy, e.g. 20/09/2015. You can change it on Settings page. 20/09/2015
PrivateNote Private note User entered, organization-private note about the transaction. This note does not appear on the invoice to the customer. Maximum of 4000 chars. Note
APAccountRef AP account Specifies which AP account the bill will be credited to. Many/most small businesses have a single AP account, so the account can be implied. We strongly recommend that the AP Account be explicitly specified in all cases as companies that have more then one AP account will encounter unexpected errors when relating transactions to each other. Please, provide only its name or number. Accounts Payable (A/P)
GlobalTaxCalculation Global tax calculation Method in which tax is applied. Allowed values are: TaxExcluded, TaxInclusive, NotApplicable. TaxExcluded
SalesTermRef Sales term Name of Term associated with the transaction. Term One
Line Line: Description Free form text description of the line item that appears in the printed record. Maximum of 4000 chars. Lumber
Line: Amount The amount of the line item. Decimal like 1325.50. 10.00
Line: Product name Name of Product/Service. Paper
Line: Account name Name of Account (or Account number) your Bill belongs to. Inventory Asset
Line: Billable status The billable status. Valid values: Billable, NotBillable, HasBeenBill. Billable
Line: Customer Reference to the Customer associated with the expense. Please, provide only its name. Travis Waldron
Line: Tax code Reference to the Tax Code for this item or account. Please, provide only its name.

How to apply taxes for US country

How to apply taxes for non-US countries

GST 10%
Do you have any questions? We would love to hear from you. Comment below to start a conversation or send an email to the address specified in the footer of this page.

This entry has 2 replies

  1. Stephanie says:

    Can you import bills that are PO related? will the import update the item receipt to a bill?

    • aleksandra.kozyritskaya says:

      Hello Stephanie!
      Thank you for your question. Unfortunately, QuickBooks allows us to use the fields for linking in read-only mode, so we cannot link transactions you mentioned during the import due to QuickBooks API restrictions. However, there is a solution to import them separately and then link them manually on QuickBooks UI. Let me know, if you have any further questions. Thank you!

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