How to Download an Excel Invoice to Quickbooks

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Quickbooks is a piece of accounting software that allows you to download an Excel invoice. This is a handy feature if you kept invoice records on an Excel spreadsheet rather than within Quickbooks or if a client sent an Excel file as an invoice. Before beginning, it is recommended that you save an original copy of the Excel invoice in a safe place on your hard drive. This is in case you make a mistake, so you can start over with a fresh copy.

  • Add a row above the top row of your Excel spreadsheet. Type headers for each of the columns based on the type of data your Excel spreadsheet contains. Refer to Quickbooks' four import types (see "Resources") to correctly organize your data. The four types are "Customer," "Vendor," "Account" and "Item."

  • Save your Excel spreadsheet.

  • Launch Quickbooks. Click "File" in the main menu. Choose "Import" and then select "Excel Files."

  • Click the "Set up Import" tab. Browse for the Excel file you saved in Step 2.

  • Select the sheet you want to import in the dropdown menu below "Choose a sheet in this Excel workbook." Put a check mark in the box next to "This data file has header rows" if that is the case.

  • Click the mapping dropdown to select an existing mapping format. This matches your data with the Quickbooks software.

  • Click the import type dropdown menu in the window that appears that corresponds with how you set up your data in Step 1. Click a data type in the left column. A dropdown menu will appear with the headers that you created in Step 1. Choose the header that matches the Quickbooks data type. Click the "Save" button.

  • Click the "Import" button.

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