Invoice converter
PDF bills to QuickBooks Online
QuickBooks Online can import bills from a CSV file (Settings, Import data, Bills). This tool writes that file from your PDF bills: one row per line with bill number, supplier, bill date, due date, account and line amount. Tax, shipping and discounts become lines of their own, so each imported bill matches the invoice total.
Drop invoices, bills or receipts here
PDF, scans and photos (JPG, PNG), up to 4 MB each. Several at once.
How the import works
Upload the bills, check them on screen, enter the expense account the lines should go to, and download the QuickBooks file. In QuickBooks Online go to Settings, Import data, Bills, choose the file, select the date format and map the columns. Intuit recommends importing at most 100 bills at a time; the tool tells you when a file has more.
What to set up in QuickBooks first
The import needs the account to exist in your chart of accounts. Suppliers that do not exist yet can be created during the import (there is a tick box for it). To keep the bill numbers from the file, turn on custom transaction numbers in the settings, as Intuit's help describes.
Limits of the QuickBooks bill import
QuickBooks' bill import does not take credit memos, so credit notes are left out of the file and listed for you to enter by hand. It also does not import the Product/Service section; lines are booked to the account you choose.
Pricing
- ✓Excel, CSV, QuickBooks Online and Xero bill imports
- ✓PDFs, scans and phone photos
- ✓Line items, tax, shipping and discounts
- ✓Totals checked on every invoice
- ✓Files never stored
Prices in USD are approximate. Checkout charges the exact amount in USD at Stripe’s exchange rate (a 2–4% conversion fee is included), or in euros if you prefer. No VAT or sales tax is added. Monthly, cancel any month. A page is one PDF page or one image; documents in which nothing is found are not counted, and the same file is counted once.
Questions
- Which QuickBooks versions does this work with?
- The bill import belongs to QuickBooks Online (Essentials, Plus and Advanced, according to Intuit). For QuickBooks Desktop, use the Excel or CSV export instead.
- Can each line go to a different account?
- The file uses one account for every line; you can change individual lines in QuickBooks after the import, or edit the column in the CSV before importing.
- What about sales tax?
- Tax printed on the bill is added as its own line, so the bill total in QuickBooks equals the printed total without depending on QuickBooks' tax codes.