Why you should use Excel to import bills, invoices, and journal entries into QuickBooks Online

1. Reduce manual work and free up hours of your time every month

Example: You receive hundreds of vendor bills each month, often in PDF format. Many of these bills are recurring bills. Rather than entering each bill into QuickBooks manually, you can use an Excel template to copy/paste and batch all the bills for import. Save hours each month and focus on sales rather than data entry.

2. Increase Accuracy and Reduce Errors

Example: You invoice many customers every month. The invoices need to be accurate, or your customers won't pay. Invoice mistakes can also impact sales reports, inventory quantities, accounts receivable, etc. You also don't want to type them into QuickBooks one by one. You can create a master invoice sheet in Excel. By organizing each invoice with customer names, amounts, and services rendered, you can ensure the information is accurate and ready to be imported into QuickBooks. Validating these fields in Excel helps catch mistakes early, improving overall data quality and reducing discrepancies.

3. Data Organization and Flexibility

Example: Journal entries are essential to make payroll entries, reclassify expenses, or adjust accounts regularly. You can prepare these entries in Excel, with columns tailored to include specifics like account numbers, descriptions, etc. By uploading journal entries from Excel, you can ensure that all adjustments are accurate and organized for streamlined reconciliation in QuickBooks.

4. Customization and Bulk Editing for All Transaction Types

Example: You want to classify hundreds of transactions by location and segment. You can use Excel to assign different location and segment info for all bills, invoices, or journal entries. Bulk editing in Excel lets you quickly populate these fields, ensuring consistent reporting in QuickBooks without manual adjustments.

Getting Started with Importing Transactions into QuickBooks Online

Importing transactions, like bills, invoices, and journal entries, into QuickBooks Online requires organized data aligned with QuickBooks Online. Many businesses use KeeperTools to simplify and automate this process. KeeperTools is designed to make transaction imports easy and smooth. The work of aligning with QuickBooks Online is done for you. Populate our Excel templates and import your first transaction in minutes! What are you waiting for?