How to Import Expenses into QuickBooks Online using Autymate | Transactions Follow
How to Import Expenses into QuickBooks Online?
Are you thinking about finally converting your dull old data sheets into an easily-accessible document? Thanks to QuickBooks Online, it’s easier to track data changes in real-time without sacrificing work hours to free yourself from the mundane, endless manual update.
Now you can import Expenses into QuickBooks Online without worrying about errors and discrepancies and updating your spreadsheet before you get left out.
Autymate now fully syncs data from your excel sheet into the cloud, so you can monitor your accounts seamlessly throughout the day using QuickBooks Online.
In this article, we’ll take you by the hand on how to import Expenses into QuickBooks Online.
Import Expenses into QuickBooks Online Guide
Autymate Transactions for QuickBooks Online makes it easy to import your Expenses from Excel/CSV/Text/JSON/XML files or Cloud(GoogleSheets etc.) directly into QuickBooks Online.
To get started, you’ll need the following:
An active Autymate My Transactions account and an active QuickBooks Online account to import your Expenses. There are two ways to get started right now:
- Autymate My Transaction App Store (Recommended. If you are logged into your QuickBooks Online account)
- Autymate My Transaction Free Trial Link (If you are not logged into your QuickBooks Online account, you may use this way.)
Watch the video:
[Video]
Steps to Import Expenses into QuickBooks Online:
To import your Expenses into QuickBooks Online using Autymate My Transactions, follow the steps below:
- Select your source from the source dropdown e.g. CSV, Excel [Gif]
- Select your destination (QuickBooks Online) from the destination dropdown. [Gif]
- Select how you want your Auty-mation to run e.g. File Upload [Gif]
- Select the action to be done in destination e.g. Create Expenses [Gif]
- Upload your source file, which has the Expenses that you want to import and review the file data. [Gif]
- Connect new or choose from your existing QuickBooks Online Connections [Gif]
- Map the columns from your source data file to the corresponding fields in QuickBooks Online {List of all fields section link} [Gif]
- Preview or fix your invoices data before finally Importing to QuickBooks Online. [Gif]
- Name and finish your Auty-mation to import Expenses into QuickBooks Online with one click for future files. [Gif]
A few essential things to remember:
It is crucial to map the source file columns to the correct QuickBooks Online fields in Mapping step of the import. {Learn more about mapping. Separate article}
- Mapping correct fields will help Autymate Transactions (AMT) to import your invoices correctly into QuickBooks Online.
- We have an identical mapping screen to QuickBooks Online to make your life easier.
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Please refer to {Field Mappings Guide} for more info. If you need help to get your mappings right, feel free to contact our support.
Autymate My Transactions - QuickBooks Online Fields:
|Field Name|Description|Format|Table Name|
|—-|—-|—-|—-|
|Category|The name of the expense account of the expense.|String|PurchaseLineItems|
|Category Description|A description of the line item that appears in the printed record.|String|PurchaseLineItems|
|Category Amount|The total amount of the charges or discounts for the given line. This field includes the charges and allowances, but it excludes the tax amount.|Decimal|PurchaseLineItems|
|Category Billable|The billable status of the expense.|String|PurchaseLineItems|
|Category Tax|The type of line in the transaction.|String|PurchaseLineItems|
|Category Customer/Project|The customer id for the expense.|String|PurchaseLineItems|
|0|The Id of the item in the line item. When a line item lacks an ItemRef it is treated as documentation and the Line.Amount attribute is ignored.|String|PurchaseLineItems|
|Product/Service|The name of the item. When a line item lacks an ItemRef it is treated as documentation and the Line_Amount field is ignored.|String|PurchaseLineItems|
|Product/Service Description|A description of the line item that appears in the printed record.|String|PurchaseLineItems|
|Product/Service QTY|Number of items for the line.|Single|PurchaseLineItems|
|Product/Service Rate|The unit price of the subject item as referenced by ItemRef.|Decimal|PurchaseLineItems|
|Product/Service Amount|The total amount of the charges or discounts for the given line. This field includes the charges and allowances, but it excludes the tax amount.|Decimal|PurchaseLineItems|
|Product/Service BillableStatus|The billable status of the expense.|String|PurchaseLineItems|
|Product/Service Tax|The sales tax code for this item.|String|PurchaseLineItems|
|Product/Service Customer/Project|The Id of the customer associated with the expense.|String|PurchaseLineItems|
|Memo|A private note about the transaction. This note will not appear on the transaction records by default. This field maps to the Memo field on the Check and CreditCard form.|String|PurchaseLineItems|
|Category Markup Percent|Markup amount expressed as a percent of charges already entered in the current transaction. To enter a rate of 10% use 10.0, not 0.01.|Single|PurchaseLineItems|
|Product/Service Markup Percent|Markup amount expressed as a percent of charges already entered in the current transaction. To enter a rate of 10% use 10.0, not 0.01.|Single|PurchaseLineItems|
|Product/Service Sales Amount|The total amount due, determined the sum of the line items. This includes all charges, allowances, taxes, discounts, etc.|Decimal|PurchaseLineItems|
|Product/Service Class|The name of the class for the line item.|String|PurchaseLineItems|
|Category Class (key)|The Id of the class entity of the expense.|String|PurchaseLineItems|
|Category Class (name)|The name of the class entity of the expense.|String|PurchaseLineItems|
|0|The type of line in the transaction.|String|PurchaseLineItems|
|Currency Code (name)|The name of the currency used in the transaction.|String|Purchases|
|Currency Code (key)|The Id of the currency used in the transaction.|String|Purchases|
|Exchange Rate|The currency exchange rate. This field is valid only if the company file is set up to use the multicurrency feature. In QuickBooks, exchange rates are always recorded as the number of home currency units it takes to equal one foreign currency unit. This field is available for the UK, AU, IN, and CA editions.|Decimal|Purchases|
|Payment Account (name)|A name that identifies the account associated with the purchase. Checks should reference a bank account and credit card purchases should refer to a credit card account.|String|Purchases|
|Global Tax Calculation|Method in which tax is applied. This field is valid in the UK, AU, IN, and CA editions.|String|Purchases|
|Location (key)|The Id of the department, which stores the location of the transaction.|String|Purchases|
|Location (name)|The name of the department, which stores the location of the transaction.|String|Purchases|
|Reference No|Reference number for the transaction.|String|Purchases|
|Payee (name)|A name that identifies the party the expense is associated with.|String|Purchases|
|Payment Account|The Id of the account associated with the purchase. Check payments should reference a bank account and credit card purchases should refer to a credit card account.|String|Purchases|
|Payment Date|The date when this transaction occurred.|DateTime|Purchases|
|Payee (key)|The Id of the entity for the party the expense is associated with.|String|Purchases|
FAQ’s - Autymate Transactions for QuickBooks Online:
Q: I want to import Invoices with Invoice Numbers into QuickBooks from File. Is it supported?
A: Yes, you can import Invoice Numbers from File into QuickBooks Online. [Article]Q: Will Autymate Transactions for QuickBooks Online support QuickBooks Multi-Line Transactions?
A: Yes. Autymate Transactions support Multi-Line Transactions to import into QuickBooks Online. [Article]Q: I made some mistakes in the mapping. Your application imported wrongly. So my QuickBooks file got corrupted. Is there any way to undo or revert?
A: Yes, it is possible to undo imported transactions from QuickBooks Online using Autymate Transactions. [Article]Q: Are there any specific Import Settings?
A: Yes. We do have a couple of important settings for import. [Article]Q: Does Autymate Transactions for QuickBooks Online support taxes?
A: Yes, it supports Taxes. [Article]Q: My file has some specific date format. I don’t want to change the file. Will your product support all date formats?
A: Yes, you can import data with any date format. [Article]Q: Do you have any sample templates?
A: Yes, we do have sample data templates for all QuickBooks Online entities. [Article]Q: What are the file types supported by Autymate My Transactions for QuickBooks Online?
A: Autymate support CSV and Excel at the moment but we will support 250+ systems to get your source data in the next releases.Q: How do I report the issues if I am stuck?
A: Feel free to drop an email to support@autymate.com
Possible Errors with a suggestion to fix them:
Error Message | Suggestion |
---|---|
An unexpected error occurred while accessing or saving your data. Please wait a few minutes and try again. If the problem persists, contact customer support | -> [See Guide] (link) |
in Email column is not valid | Please correct the value in Email column. Correct format could be: abc@xyz.com. -> [See Guide] (link) |
The transaction was made using an invalid currency | The currency you have entered is different than the vendor’s default currency. You will need to change the currency in QuickBooks to match the vendor’s currency. It is possible that the Multi Currency feature in QuickBooks is not enabled. You will need to enable this feature. |
A required parameter is missing | Please provide information about at least one item or expense. |
The transaction amount (the sum of all the line amounts) must be 0 or greater | Please enter the valid (Non Negative) amounts in Line Item Amount and Expense Amount. |
We couldn’t find a product or service that matched the provided details | Please enter a valid name in the [Product/ Service Name] column. |
Duplicate Document Number Error: You cannot use this number again | There is another Receive Payment with a different reference number. Please use the new reference number. |
There was no matching Account found | Please enter a valid Expense account name in the [Expense Account Name] column. |
You need to choose a different account type for this transaction | Please enter a valid Expense account name in the [Expense Account Name] column. |
The amount is missing from the request | The line item amount is missing for the specific line item. |
The required parameter [Line Amount] is missing from the request | The line item amount is missing for the specific line item. |
Your preferences for upload data may not be correct | Please check your company settings in QuickBooks to make sure the preferences you need for uploading your data are enabled. For example, check if shipping and multi-currency settings are enabled |
The requested feature (Billable Expense) is not supported by QuickBooks at this time | The ‘Billable Customer’ or ‘Expense Billable’ features are not available for your QuickBooks Online Subscription. Please remove the values in the ‘Billable Fields’ (i.e. ‘Expense Billable’, ‘Line Item Billable’) |
We were not able to find a customer that matched the provided information | We could not find a customer with the given name. |
We were not able to find a vendor that matched the provided information | We could not find a vendor with the given name. |
Invalid Account Information | There is no account associated with the item. Have you marked it for purchase, and do you have an account associated with it? |
You need to choose a customer for each split line that will be billed | QuickBooks Online can help you track your expenses and items by customer. This way, you can know which customers are using the most resources. You can also make some of your expenses and items billable, so customers will have to pay for them. |
Web Site URL does not have correct format. Supplied value: | The value in the [Website] column is incorrect. The correct website URL format in QuickBooks Online is ‘http://website.com.’ |
Required value for is missing | This error occurs when no line details are provided for creating this entity in Quickbooks. Please map either the ‘Category’ or ‘Product/Service’ required fields to fix it. For Category: The category (name) field is required. For Product/Service: Product/Service (name), Product/Service Qty, and (Product/Service Rate or Product/Service Amount) are required. |
in Email column is not valid | This error message appears when an incorrect email address is entered. To fix this issue, enter the email address in the format: abc@xyz.com. |
Web Site URL does not have correct format. Supplied value: | This error message appears when the value in the [Website] column is incorrect. The correct website URL format in QuickBooks Online is ‘http://website.com. |
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