Invoice to QuickBooks CSV, with the totals already proven
Drop the supplier invoice. You get a bill import CSV in QuickBooks Online column order, one row per line, with quantity × unit price and the invoice total checked before the file exists.
Free: 1 file per day, up to 10 pages, no account.
Convert bills
Drop supplier bills here
One bill per file. A stack is fine: drop them all and each one gets its own review card.
PDF, JPG or PNG, up to 40 MB each. Free: 1 file per day, up to 10 pages, no account.
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Bills that do not tie start unticked so they cannot slip into your books. Fix or accept their amber rows, or tick them to include them anyway.
This download includes a bill that was converted only in part, so the file names end in -partial.
The Account column is left blank on purpose: only you know your chart of accounts. Map it in the import, or type a name under Export options. Verify the column headers against your QuickBooks or Xero import page, because vendors change them. Blank templates.
What is a QuickBooks bill import CSV?
It is a CSV where each row is one line of a supplier bill, and the bill-level details (bill number, supplier, dates, terms) repeat on every row of that bill. QuickBooks Online reads the file, you map its columns, and it groups the rows into bills.
BillToCSV writes that file from the invoice PDF or photo, in this column order: BillNo, Supplier, BillDate, DueDate, Terms, Location, Memo, Account, LineDescription, LineAmount, LineTaxCode, LineTaxAmount, Currency. Account is blank unless you type one, because only you know your chart of accounts.
Invoice to QuickBooks import in five steps
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Drop the invoices
PDF or photo, one bill per file. A stack is fine; each file gets its own review card.
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Clear the amber rows
Green rows tie. For each amber row, look at the paper, then edit the cell or accept the row as printed. The checks rerun as you type.
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Set the options once
Under Export options, type the Account name to write on every line, choose whether tax is spread over the lines or sits on its own line, and pick the date format. Own-line tax suits US files with no purchase tax codes, because the rows then add up to the invoice total.
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Download the QuickBooks CSV
Tick the bills you want. Bills that did not tie start unticked so they cannot slip in unnoticed.
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Import and map the columns
In QuickBooks Online, open the bill import (usually under Settings, then Import data; whether you see it depends on your plan and region), upload the CSV, tell QuickBooks which date format the file uses, and map each column. Account must already exist in your chart of accounts.
Three ways to get a supplier invoice into QuickBooks
| What you compare | Typing it in by hand | A generic OCR app | BillToCSV |
|---|---|---|---|
| Getting the invoice in | Open Enter bill and key every line. | Fields extracted and pushed in the app's layout. | A CSV in QuickBooks bill import column order. |
| Quantity × unit price vs the amount | Only if you work it out yourself. | Varies by app. Ask whether it checks. | Checked on every line that prints both. |
| Lines vs subtotal vs total | You re-add them, or QuickBooks accepts whatever you type. | Varies by app. Ask whether it re-adds the lines. | Re-added, with tax, shipping and discounts included. |
| Bills that disagree with the paper | Found at payment time, if at all. | Found when someone notices. | Marked amber and left out of the download until you fix or tick them. |
| Account on each line | You choose as you type. | Often guessed from past bills. | Blank, or the name you type once for the whole batch. |
What goes in each QuickBooks column
The file has these thirteen columns, in this order. Verify the column headers against your QuickBooks import page, because vendors change them; the import lets you map columns, so a spelling difference is easy to fix there. A bill with several lines gets one row per line, and the bill-level columns repeat.
| Column | What BillToCSV puts there | What you do |
|---|---|---|
| BillNo | The invoice number printed on the bill. | Check it against the paper. QuickBooks keeps your numbers only if custom transaction numbers are on. |
| Supplier | The supplier name as printed. | Match your supplier list's spelling in the review card first. |
| BillDate | Invoice date, MM/DD/YYYY by default. | Tell QuickBooks the file's date format during the import. |
| DueDate | The printed due date, or the invoice date plus the days in terms such as Net 30. | Check it when the bill prints neither. |
| Terms | Terms as printed, such as Net 30. | If your list has no term of that name, expect a warning. Map it or clear it. |
| Location | Blank. | Fill it only if you track locations. |
| Memo | PO followed by the PO number, when one is printed. | Edit freely. |
| Account | Blank, or the name you typed under Export options. | Required. Use the exact name of an existing account. |
| LineDescription | The line description. | Nothing, unless the review card flagged it. |
| LineAmount | The amount printed on the line, to two decimals. It is never recalculated. | Nothing. Amber rows were already shown to you. |
| LineTaxCode | A tax code only when the bill prints one on the line. | Map it to your QuickBooks tax codes if sales tax is switched on. |
| LineTaxAmount | Tax for this line: the printed line tax, or the bill's tax shared out by line amount. | Blank when tax is on its own line or the bill has none. |
| Currency | ISO code read from the bill, such as USD. | Blank if none was found. |
Before the first real import: run one small file with two or three bills, open them in QuickBooks, and compare the totals with the paper. Do this again whenever QuickBooks changes its import screen.
Questions people ask
Does QuickBooks Online import bills from a CSV?
Yes, in the plans and regions that offer it. Intuit's help describes a bill import for QuickBooks Online Essentials, Plus and Advanced, and recommends importing no more than about 100 bills at a time. Screens, plans and limits change, so open the Import data page in your own company to confirm. If bills are not offered, the review CSV is still a checked list to key from.
Which columns does the QuickBooks CSV have?
Thirteen, in this order: BillNo, Supplier, BillDate, DueDate, Terms, Location, Memo, Account, LineDescription, LineAmount, LineTaxCode, LineTaxAmount, Currency. Verify the column headers against your QuickBooks import page; vendors change them. QuickBooks has you map your file's columns during the import, so a different spelling is not a problem. The blank template shows the exact layout.
Why is the Account column empty?
Account must be the exact name of an account that already exists in your chart of accounts, and BillToCSV cannot see yours. A guess would put expenses in the wrong place. Type the account name under Export options to write it on every line, or fill the column in a spreadsheet. Intuit lists Account as a required field, so the import will not accept a file where it is empty.
How is sales tax handled on a US bill?
By default the printed tax is spread across the lines in proportion to their amounts and written to LineTaxAmount, to the cent. If your QuickBooks company has no purchase tax codes, choose Tax as its own line under Export options. The tax then becomes a row of its own, so the rows add up to the invoice total.
Which date format should I choose?
The file is written as MM/DD/YYYY unless you change it under Export options (DD/MM/YYYY and YYYY-MM-DD are also offered). During the QuickBooks import you tell it which date format your file uses, so pick the matching one there. A date such as 03/04/2026 that could be read two ways is flagged on the bill so you can settle it first.
What happens to shipping, freight and discounts?
Charges printed under the subtotal, such as shipping, handling, fees and rounding, become their own rows and are part of the total check. Discounts become rows with a negative amount. Intuit's help says the bill import does not support discounts or credit memos and wants a bill total of zero or more, so test a discounted bill first, and enter it by hand if your import refuses it.
What if the invoice does not add up?
The failing rows turn amber and the bill starts unticked, so it is left out of the download. Edit a cell and the checks rerun, accept a row as printed, or query the supplier. A bill that does not tie is the one most likely to create a payable that differs from the paper.
Can I put several bills in one file?
Yes. Tick every bill you want and download once. Each bill's rows share one BillNo so QuickBooks can group them. If one PDF holds several invoices, split it first: only the first invoice in a file is read, and a warning says so.
How are suppliers matched?
By the name in the Supplier column. Intuit's help says suppliers must already exist in QuickBooks, unless you tick the option in the import that creates new ones. A spelling that differs from your list would then become a second supplier, so edit the Supplier field in the review card to match your list before you download.
Will QuickBooks keep the bill numbers from the invoices?
Intuit's help says to turn on custom transaction numbers in the Sales settings of your company to keep them. Without that setting, QuickBooks may number the bills itself, and the supplier's invoice number is only in the BillNo column.
What about foreign-currency bills?
The Currency column carries the ISO code read from the bill, such as EUR or GBP. It only matters if multicurrency is switched on in your QuickBooks company. A bill that prints only a $ sign is read as USD, so change the column if it is really CAD, AUD or NZD.
Does BillToCSV connect to my QuickBooks company?
No. It never asks for your QuickBooks login. It makes a file and you import it, which keeps the last step in your hands.
Does it work for QuickBooks Desktop?
The layout follows the QuickBooks Online bill import. QuickBooks Desktop uses other import routes, so this file is not designed for it.