Magento to QuickBooks Converter: Import Orders as Invoices

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Convert Complete

QuickBooks Invoice Format
valid rows

Transform Magento order exports into QuickBooks-ready invoices. Automatically format orders, customers, and line items for seamless QuickBooks Online integration.

No API required
Browser-based processing
Run on Google Cloud Platform

Download Sample Orders

Example Magento orders export

Download Sample

Tool Rating

4.6 / 5 (58 votes)

How It Works

1

Export from Magento

Sales → Orders → Export or use export extension

2

Convert to QuickBooks Format

Upload Magento CSV, configure default item, download

3

Import to QuickBooks

QuickBooks → Sales → Invoices → Import Data

4

Verify Invoices

Review imported invoices, ensure totals match Magento

Why Magento-QuickBooks Import Needs Conversion

Native Export Limitations

Magento's built-in order export (grid export) is minimal — it shows order ID, customer name, grand total, and status, but lacks line item details. QuickBooks requires specific columns for invoice import: Invoice No, Customer, Invoice Date, Item, Amount with exact formatting.

What This Converter Does

Transforms Magento order data to QuickBooks invoice format: - Maps Magento order IDs to QuickBooks invoice numbers - Formats customer names to match QuickBooks customer list - Converts dates to MM/DD/YYYY format QuickBooks expects - Creates invoice line items with amounts - Handles QuickBooks import constraints (no negative amounts) For detailed line items, use a Magento export extension before conversion.

Your Data is Safe

Bank-Level Security

256-bit SSL encryption. Same standards as major financial institutions.

No Data Storage

Files are processed directly in browser. No calls to our servers.

GDPR Compliant

Full EU data protection compliance. Your privacy rights protected.

ISO/IEC 27001 Certified GDPR Compliant Swiss Privacy CCPA Compliant

Field Mapping

How Magento Orders fields map to Quickbooks Online Invoice

Magento Orders Source Value Quickbooks Online Invoice Target Value Note
ID 1001 → Invoice No Order ID as invoice number
Bill-to Name John Doe → Customer John Doe Customer name (must exist in QBO)
Purchase Date 2025-01-15 14:30:00 → Invoice Date Order date in MM/DD/YYYY format
Grand Total (Purchased) 149.99 → Item Amount Order total

Why Use This Tool?

Simple Format Conversion

Converts Magento CSV structure to QuickBooks invoice requirements

Customer Matching

Maps Magento customer names to QuickBooks customer records

Date Formatting

Converts to MM/DD/YYYY format QuickBooks requires

Order Validation

Validates data before import to catch errors early

Configurable Items

Set default QuickBooks item/service for sales

Secure Processing

Data processed locally in your browser for privacy

Data Transformation

Each Magento order becomes one QuickBooks invoice with a single line item

Input Magento Order

One row per order from Magento export

Key columns: ID, Purchase Date, Bill-to Name, Grand Total (Purchased)
1:1 — One input row creates one output row
Output QuickBooks Invoice 1 rows per input

One invoice with single line for order total

Order Total Line Full order amount as single line item
Invoice Total = Grand Total (Purchased)

Common Invoice Import Errors

Issues you might encounter when importing Orders Export data to Invoice - and how we solve them

Customer Not Found in QuickBooks

Customer name doesn't exist in QuickBooks

Customer: Unknown (doesn't exist)
Customer: John Doe (imported first)

Import customers before invoices

Use customer import tool

Frequently Asked Questions

Use the Orders grid export (Sales → Orders → grid export icon) for basic data, or install a Magento export extension like 'Advanced Order Export' for complete line item details. The tool works with both.
Yes, customers must exist in QuickBooks before importing invoices. Export Magento customers, import to QuickBooks customers first, then import orders. Customer names must match exactly.
If your Magento export includes line item columns (requires extension), configure the tool to map product names and quantities. If using basic grid export, the tool creates one line per order with the total amount.
Magento refunds should be imported as QuickBooks credit memos, which require a different format. This tool focuses on forward sales (invoices). Handle refunds separately.
This tool creates QuickBooks Online format. For QuickBooks Desktop, you need IIF format. See our 'Magento to QuickBooks Desktop' tool for IIF conversion.

Magento → Quickbooks Online Data Ecosystem

All available data flows from Magento to Quickbooks Online

Magento Orders Export Magento order grid export (basic order data)
→
Quickbooks Online Invoice Accrual-basis B2B sales (payment pending)
ID → Invoice No Bill-to Name → Customer Purchase Date → Invoice Date
Wholesale, net terms, accounts receivable Current tool