Quickbooks Template Gallery – Accelerated invoicing with QuickBooks Online Advanced, Part 2: Importing invoices Accelerated invoicing with QuickBooks Online Advanced, Part 2: Importing invoices
QuickBooks® Online Advanced has drastically improved the invoking process by adding CSV import functionality. This new function is very useful for companies that use a third party point of sale or customer call system. In Part 2 of our Accelerated Invoice and QuickBooks Online Advanced User, we’ll focus on best practices when importing invoice data in Advanced.
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QuickBooks Online Advanced allows users to convert transactions into transaction records for future use. This transaction can then be used whenever needed, either scheduled for reminders or for automatic processing. This feature is very useful for businesses that charge frequently whose prices do not change but may vary from customer to customer.
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Companies that provide professional services, such as accountants, often use automated monthly invoicing for their most frequent sales receipts. Such a process requires QuickBooks Online advanced users to pay one invoice per client in order to function properly. Even if an accountant has many customers with the same bill, transactions often require a unique customer name to be assigned to each transaction. Depending on how often your customer list changes, it will take time to maintain recurring transactions each month, compared to the time spent using the new Accelerated Development feature.
During frequent transactions, you can automatically summarize your introductory aspect by requiring the customer’s name before saving. Fast invoicing services fill this gap easily by allowing multiple companies to invoice all at the same time.
Part 2 of our Accelerated Invoicing and QuickBooks Online Advanced User’s guide only imports multiple invoices via CSV files. Find out more about creating multi-faceted invoices, Part 1 of this guide can be found here.
Unlike some feature invocations, the only place to access the import function is directly from the Invoices tab, after selecting Sales from the sidebar. Once selected, a new window will be displayed where you can download a copy of the CSV file and the Import Guide.
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Overall, the whole process is very easy, but there are two important tips to follow to be more successful.
Products and services: Any products and services used to import into your CSV must be registered and active in your company document. If the item does not exist, you will receive an error message.
Customers: If the customer is not already on your file, QuickBooks Online Advanced can create a new customer for you by selecting the “Add New Customer to QuickBooks” checkbox. Make sure that all names listed in your import list are spelled correctly to avoid accidentally creating new customers.
1000 Line Item Limit: QuickBooks Online Advanced allows CSV files containing up to 1000 lines to be imported into the software. If your document has more than 1000 lines of data, you need to split the import into several parts.
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Invoice Number: A special transaction number can be used during the import process if the feature is made in a company order. Be careful not to accidentally make a shipment with a duplicate transaction number.
Taxable: If the item you are selling is taxable, an additional column will be displayed so you can select the correct tax rate for the item. If everything is not taxable, it is easier to remove the Taxes and Taxes column.
During the import process, an on-screen guide will help you through the process and warn you of any challenges that may arise in keeping the import from completing. Each of the images shown above shows the error message you may receive.
The file you want to import into QuickBooks Online Advanced. Check the file before submitting the information.
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If you have used a Form document to enter the imported invoice data, most of the fields will automatically match you. If you are using a CSV file from another third-party application, this step will allow you to add the correct column headers from the file to the fields that QuickBooks is looking for. It is very good to introduce formulas and the use of inference.
Invoice date: The addition of a drop-down column allows you to specify the date format used on your company’s invoices.
Item Total: this column requires you to choose if the total includes or does not include the total sales tax on the item sold.
Tax inclusive: Tax is included in the item price. Also, that $100.00 at a tax rate of 7.25% means the income is $93.24, and the tax is $6.76.
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Tax Exclusion: Tax is not included in the total price of the item. Also, that $100.00 at 7.25% tax means that the product is $100.00, and when the sales tax is added, the total sales are $107.25.
After mapping the header columns, a new review screen will be displayed notifying you that you have a file of all errors. If there are no errors, the total number of items to be imported and the number of customers to be created will be displayed. Select the Start Import button to start importing. After some time, the result screen will be displayed for you to review.
Recently, QuickBooks Online has added links to apps for several companies, including Square and SaaSant. Each of these applications allows you to import individual invoices into the program, although each has its own challenges and usually requires an additional subscription fee to operate.
Square: Syncing with the Square app is free, but data pulled into QuickBooks Online isn’t easy to reconcile because of merchant fee cuts.
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SaaSaAnt: SaaSaAnt quickly became a ProAdvisor favorite thanks to its ability to import large transactions into QuickBooks Online. The pricing structure is very reasonable starting at $10.00 per company package. The main disadvantage of using SaaSaAnt is the learning curve required.
CData: CData is the preferred import tool for all its functionality with QuickBooks Online. Unfortunately, whatever the power of intensive learning is, if that power is effective enough to be used every day. My first problem with CData is how difficult it is to import multiple line items on one invoice.
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This service is based on companies that have a monthly maintenance plan or Saas-based software companies that can consistently invoice their customers the same amount every month by creating a custom import template with all their customer flags listed so that they can be easily imported every month in. fraction of time. .
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This report will allow you to match the name of the customer with what you are going to invoice as well as the product or service you are selling and the price at which it is being sold.
By removing the header and footer information from the report before you export it, it will be easier to capture the information you need.
There are two fields that you need to update every time you use a high quality document, Invoice Date and Invoice Number.
Step 5: Determine the next invoice number in your invoice series and enter the invoice number in cell A2
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Step 6: Determine the date you want on all items and enter the invoice date in cell C2
Step 7: Set the following formula in the designated cell on the CSV Import sheet. Cells with formulas are filled with color to help you understand where they go. After the formula is saved, you can save this file as an Excel template whenever you want to restore it. Follow the previous instructions to complete the import process and you are done!
I hope Part 2 of this guide helps you fully understand when and how to use QuickBooks Online Advanced’s unique accelerated invoicing feature to benefit your clients. In Part 1 of this Quick Start Guide with QuickBooks Online Advanced User we will focus on manual entry.
Matthew Fulton is the co-founder and CTO of Parkway Business Solutions, where he uses his passion for technology to create time-saving tools for accounting and bookkeeping solutions to fit the needs of the modern small business owner. Recently entering a private beta, running the project, Vendorsync offers accountants and bookkeepers the most efficient bank import process for QuickBooks® Desktop by eliminating over 50 percent of data entry requirements. When he is not working, you can probably find Mateus walking his dogs, Cylis and Sophie, in Ventura Beach, California, where it is always another “beautiful day in paradise!” Connect with Matthew on Facebook or Twitter @Parkwayinc, and subscribe on YouTube at youtube.com/ParkwayincQuickBooks®
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