How to Import Invoice to QuickBooks Online (2026 Guide)
After converting your data with one of our tools, follow these steps to import the invoice into QuickBooks Online.
Import Steps
Prepare your invoice CSV file
Create a CSV file with the required columns: InvoiceNo, InvoiceDate, DueDate, Customer, and ItemAmount. Multi-line invoices use the same InvoiceNo across multiple rows. Save the file as CSV (.csv) with dates in MM/DD/YYYY format. Remove any currency symbols and thousand separators from amount fields.
Verify customers and products exist
Before importing, make sure the Customer names in your CSV match existing customers in QuickBooks, or enable auto-creation during import. Similarly, Product/Service names must match items already set up in your QBO company. Check your customer list under Sales > Customers and your item list under Sales > Products and Services.
Open the Import Data tool
Click the Settings gear icon in the upper-right corner of QuickBooks Online. Under the Tools column, select 'Import Data'. On the Import Data page, click on the Invoices option to start the invoice import workflow.
Optionally enable new customer creation
On the first import screen, you may see a checkbox to 'Add new customers'. Enable this option if your CSV includes customers that do not yet exist in QuickBooks. This saves you from having to create each customer record manually before importing.
Upload your CSV file
Click Browse to locate your prepared CSV file on your computer. Select the file and click Open. QuickBooks reads the file and advances you to the column mapping screen. If there is a format issue with the file, you will see an error message at this stage.
Map columns to QuickBooks fields
QuickBooks displays a list of your CSV column headers alongside the corresponding QBO fields. If your column headers match the expected names (InvoiceNo, InvoiceDate, DueDate, Customer, etc.), they should auto-map with green checkmarks. Review each mapping carefully and correct any that were not detected.
Review the import preview
Click Next to see a preview of the invoices to be created. QuickBooks highlights any rows with problems in red. Common errors include mismatched date formats, missing required fields, or Product/Service names that do not exist in QBO. Fix these issues in your CSV and re-upload if needed.
Complete the import and verify
Click 'Complete import' to finalize the process. QuickBooks displays a summary showing the number of invoices imported and any new customers created. Navigate to Sales > Invoices to verify a few of the imported invoices. Check that dates, amounts, line items, and customer assignments are correct.
Required QuickBooks Online Fields
| Field | Type | Description | Example |
|---|---|---|---|
| InvoiceNo | Text | Invoice number (must be same on all rows for multi-line) | SPFY-1001 |
| InvoiceDate | Date | Invoice date (MM/DD/YYYY) | 01/15/2025 |
| DueDate | Date | Payment due date | 02/14/2025 |
| Customer | Text | Customer name (must match existing or will create) | John Smith |
| ItemAmount | Currency | Line item amount | 129.99 |
QuickBooks Online requires these fields for successful import.
