Create a Quickbooks Invoice Example for HR Seamlessly

Quickbooks invoice example for HR

in this video I'm going to show you four ways to import invoices customer invoices into QuickBooks online now I'm talking about the invoices you issue to your customers and not the bills you get from your vendors or suppliers which are also called invoices but in QuickBooks it's actually called the bill it's part of the accounts payable workflow and we're going to have an entirely different video talking about how to import vendor bills or supplier bills so let's talk about the four methods that we have to import invoices and QuickBooks Online method number one we're going to talk about how to import a simple list of brand new customers with lumps some amounts of the opening balances that you have that you want to import into QuickBooks maybe you're coming from another accounting system maybe you're starting from scratch and you just want to bring in the customer names and the total dollar amount that those customers owe you so you can import them as a single lumpsum invoice for each of your customers the second method is a CSV import that actually works across all versions of QuickBooks as well that allows you to import a little bit more detail you can import individual invoice numbers with actual separate invoice dates and with even detail line items in each of the invoices this is probably going to be the most popular the most used feature now method number three this one actually only works in QuickBooks Online Advance this is the highest version subscription of QuickBook online but it's really cool it has a batch enter feature that allows you to do a combination between importing from a CSV file also being able to copy and paste on the fly from your spreadsheet software whether it's Excel or Google Sheets and being able to edit those things on the Fly prior to importing it's really neat but it only works in QuickBooks online advanced and most people don't have QuickBooks Online advance so they might have to resort to Method one or two and the last method the fourth method is when everything else I explained doesn't work maybe there's some limitations maybe you have a high volume of transactions you want to import and want to work a little bit more in an automated fashion then you want to bring a third party app you're going to have to pay a separate subscription for a thirdparty app we're going to use transaction Pro importer by WR Works which is a very easy to use app you'll see in the video and you might resort to having to use that fourth method so so let's jump right to it okay let's get started with the first method so for some context let's say I have this spreadsheet that contains three columns customer name amount and as of date this is the date in which you want to bring in this lumpsum opening balance for that specific customer now you could bring in more Fields there's actually more Fields available to map but I'm just working with the simplest possible terms with the three required fields which is a customer customer name the amount and the ass of date so this is the exact spreadsheet that we're going to work with and we're going to import these accounts receivable or these opening balances into QuickBooks online now for some context I'm going to run the balance sheet here and show you the as of December 31st 2022 I don't have anything in my balance sheet I have no transactions so you're going to see accounts receivable populate in there once we finish importing those transactions so let me click on the gear menu on the top right of the screen and then I'm going to click on import data and then in this specific case we're not going to click on invoices that's going to be the second method actually we're actually going to click on customers so we're going to click on this customers option and then we're going to click on browse to go find that spreadsheet that I showed you earlier on the screen click on browse find the spreadsheet click on open and then once it shows up that it's been loaded then I simply just click on next on the the bottom right of the screen and then go to the next page then you're going to see the mapping area where you're going to get to pick the customer name which is a required field so that matches my spreadsheet customer name now I have a column that says amount and QuickBooks cause this opening balance so just make sure you understand that it's called amount in my spreadsheet for opening balance in QuickBooks and then the as of date it understood opening balance date so it's only three Fields being mapped and as you can tell there's a lot other fields that you can map with this specific method so then I want to click on next on the bottom right of the screen and then I'm going to get a quick preview uh for the data that is going to be imported now with these uh specific opening balance dates it's very picky in terms of the exact format that it wants I wanted to show you that because you know not all spreadsheets are made equal and sometimes we have to um do sort of fancy things with these spreadsheet so again this is the actual format it's telling you right there what format you want to follow okay um and then also it's not going to allow to use that negative so let's I'm going to go and change the format here of the dollar amounts and I'm just going to change it to General I'm going to get rid of the um the signs I'll keep the negative there just so you can see then I'll select these here and I'll change the formatting and this is kind of the the challenging part is that you kind of have to play with Excel and get a very specific uh format a change here there's multiple ways of doing it but there is a built-in function in Excel for for reformatting it in that specific format that it wants and then I'm going to go ahead and save it and then I'm going to go back here go back browse select the file one more time because remember I changed it and now I saved it go to next next and let me just go back for a second make sure the mapping is being catched correctly so there's my mapping then I'm going to go to next okay now it sees the information and this negative is going to give me an error so I click on import oh there's no error on the import so they actually fixed that so we'll see exactly how negatives get handled actually I for a moment I thought the negatives wouldn't allow it to be imported so that's great um so let's go back into the balance sheet one more time we'll pull up a balance sheet and then we'll go back and pull up data up to 123 2022 click on run report and there is my accounts receivable now just for sanity check let me select all of these and see if these match they do match 32 to 69 so the negative definitely um went in there so I can actually click on the $388,000 click on that and then get to see all the details of what was imported and essentially you see all these transactions get imported as invoices and specifically the negative came in as a credit memo so it's pretty pretty cool so credit memo is basically opposite of an invoice now you will notice that everything is put into like a generic item called sales and then the description says opening balance pretty much letting you know that none of these things contain any sort of details it just goes into a generic uh income account and um and you can go back in there open them and edit them if you want to but uh if you were going to do that you might as well uh do the second method that we're about to discuss but that gives you a general idea more or less on how to import these things and again um if these total amounts represented multiple invoice numbers with multiple invoice States and you wouldn't use this method you would use the different method so the next method we're going to use we're going to click on the gear menu then we're going to click on import data and then we're going to click on invoices we're actually going to import via the invoice module and then the import module actually gives you a little sample file to use as an example which is actually best thing to do is to open that sample file and get a get acquainted with the actual uh spreadsheet that they give you so let me bring in the spreadsheet they give us I'll zoom in uh so we can see a little bit better bigger okay and I'll delete this bottom notes Here we actually don't need those bottom notes and essentially take a look at the format of this prad sheet so we have invoice number notice that there's the same invoice number repeated four times because that's four lines of data so essentially we have customer chrismith there's a invoice date there's a due date there's terms then we have items specific items that we're going to uh import so specific line items we have uh some of them have description some don't we have quantity item rates as quite a bit of detail and as long as uh these invoice numbers are all bunched together you can skip some of these lines like u customer name and in uh and invoice date because it assumes that it really only needs it on the very first on the very top line of that group of transactions so let's go ahead and save that one and let's see kind of what happens so couple of things and and I did this on purpose it's going to show it's going to give me an error these customers don't exist already in QuickBook so I won't know how to import them and these items might also not exist um and these terms might also not exist so there's a whole bunch of things that it might just not take because the data is not already in QuickBooks in the QuickBooks database so we'll discuss how to fix all that so let's go back in here let's click on browse we'll get that spreadsheet or that CSV file click on next it's going to give me my mapping and notice that all my columns are mapped beautiful the spreadsheet column with the QuickBooks column only the ones that have this little asteris are the ones that are required and you can um remove some of them if you actually you don't want like if you don't want the memo uh you can um un unselect that one from the from the mapping so you could leave a blank if you wanted to like you actually don't need to uh map it but as long as they map then you're good to go then then you click on next and then if there's an error like an error such as the formatting or the customers don't exist or the items don't exist that's all going to give you um uh obviously it's all going to give you error so you need to make sure your spreadsheet it's compatible with this system so let's play with the spreadsheet a little bit and um and go back to this so we'll go back open up the spreadsheet and let's follow the instructions so the first one is the invoice date doesn't match the format what it wants is month date and year so uh here's our invoice date we'll select this right here and go into format cells and then go to date and make sure this is using standard dat for format and then click okay and then in this specific case just this data is just playing wrong it's just you know maybe you know it's using an international sort of uh method here so let's do 12 13 2022 essentially I'm just cleaning up the data in the sample spreadsheet which they give you a very weird one for some reason so this one's fine and then this one's also so 12 13 2022 and this one actually what they meant to put is 121 202022 okay so once uh everything here is in a sort of dating format I can tell my uh my Excel that this actually is a dating format okay so everything should be clean dating format uh due date Let's do let's just pick the same thing and do plus 30 make it make it pretty simple in the formatting here and I'm just cleaning up my spreadsheet so my spreadsheet makes sense and just for Simplicity sake I'm going to make everything here Net 30 Terms okay okay so that way we can kind of get a little bit farther ahead in the process without spending too much time sort of bored dealing with um um Excel type of things so we cleaned up the dates the due dates and the terms so I'm going to go ahead and click on Save and we're going to try this one more time and this is not going to be ready but at least guess us a little bit closer so I'm going to go back click on browse pick that spreadsheet again the one that we just edited click on next okay same thing with the with the mapping now notice that there's a way for you to quickly tell it if there's so in contrast with the other screen you can tell it if there's a different uh formatting in this case so in this case this this is the formatting it's month date year that's the way it's supposed to be so if you happen to have it in a different format you can quickly change it in there but I already fixed it on the spreadsheet so I'm going to go to next and then now we have we still have errors but they're different errors so this one's telling me hey this customers don't exist and then here's telling me hey these items don't exist so we'll go and create those items to fix that and then the service date doesn't match and we could also remove the service date Al together because we actually don't need service date at all so let's go back into the spreadsheet here and let's see if um we just delete the service date let's just ignore that even though you could use service date if you want to so that will get get us a little bit closer and then next thing I'm going to do is I'm going to um create all these items so while we're at it kind of sort of a bonus here is I can import my items as well because QuickBooks has an item import feature so let me create a new a spreadsheet really quick and again just simplifying the process here instead of me going into QuickBooks and creating all those items or just assuming that you already would have those items you would just skip this so let's do item name in this case we'll paste those items in there we'll get rid of any duplicates of course cuz we don't need to um have any duplicates in there so we have trimming design gardening soil rocks and that's it that's all really all all that we need so we have an entirely different spreadsheet uh for our items that we're importing and we could create the items let me excit of this we could create the items on our own so we can just go into sales products and and services and we can come here and new and we can go into service and we can create our soil item or whatever whatever happens to be right and this is going into our sales account so this could be done manually you can create all your items manually but just to kind of like make things easier I'm going to use the import feature uh for items or products and services which I could also click on gear click on import data and inside the same page that we've been doing this I can go to products and services and import my items through there and this is going to be a common thing that you're going to be dealing with when you import uh invoices you might need to import your cust customer list first a detail customer list with addresses and that sort of thing and then you want to import a detail item list this is normal this is going to happen quite often so we'll pick an item list really quick and we don't have all the information uh that we need on the import but I'm going to show you the process so I'm going to go to next and then we can map the item name and we also are supposed to have an item uh type and we also supposed to have an income account those are actually required Fields but I'm going to click on next and then notice that everything is pretty much preset for me I just have to make sure that I have these things preset so I'm just to simplify my life I'm literally selecting them here but uh normally you would just have them in your spreadsheet you would just have an entire column here for uh type and this would be called service right and then you would bring that down and then you would have um account and then this would go into sales and then you would bring that down so you would you would have your spreadsheet pre-prepared even with descriptions and that sort of thing if you want to bring it in so you don't have to come in this page and do all the you know click down and choose it's only five items so it's pretty simple so I'm going to go to import and it should give me an error for soil because the soil's already in my list so perfect no problem now all my items are um officially in QuickBook so when I'm going to go back and import my invoices and select my invoice uh database here my list of invoice database I'm going to click on next on my mapping and then click on next I should have now less errors so now I'm down to only the customers cannot be matched so at that point I would probably pause and import your customer list if you have a big detail like address and emails and that sort of thing you may want to use the customer import feature which we just used we actually show you how to do that with the first method but you would do that without bringing in an opening balance so just bring in the customers cleanly and that's it uh for the sake of Simplicity here we're actually going to pick uh the feature where we can create the customer on the Fly there a little check boox here that says add new customers into QuickBook so of course the customers will be created without any details no addresses nothing like that but at least the customers get created for you so that then I can go to the next screen and then I won't have any more errors it actually says hey we want ahead and imported the invoices for you and we created uh some new customers and I'm going to click on complete import and then we just wait it takes a minute or less all the Imports come in if there's uh the invoices already exist you're going to get an error okay and there's a couple of ways around that so one you can physically go in there and just fix the invoice numbers in your spreadsheet if you want them to come in with a different invoice number or what's really neat is we can go into uh the gear menu accountant settings and then I believe it's under sales we can uh change where it says here custom transaction numbers if we turn that off and click on Save then actually our QuickBooks will assign an invoice number for all those invoices so that's actually more useful for importing sort of real time information whereas if you're importing uh sort of past information you would probably be respecting those um those invoice numbers um that you have in your spreadsheet so I'm just kind of showing you both methods so so in this particular method QuickBooks will assign brand new set of invoice numbers to those invoices so you have to keep in mind you need to be acutely aware to exactly what is it that you want to do so I'm going to click on okay and then I'm going to go back open up a spreadsheet one more time so we have Chris Smith that had a four line invoice and then we have karuna that had a two-line invoice and karuna again that had a three line invoice so we had karuna with two invoices and Chris with a single invoice with four lines so let's go into sales invoices and then we we can get to see the invoices are here so let's find um a couple of invoices here so let's go into maybe uh karuna let's go into customers might be easier to go in here and search for karuna so there's my karuna let me click on karuna there and there's my two invoices invoice one7 and one5 again they might not match um my list here because the other invoices invoice numbers were taken so we we changed that setting so QuickBooks would just assign an invoice number for me again if you wanted to bring explicitly the invoices on your spreadsheet and not conflict with another invoice in QuickBooks make sure you would you would clean those up and fix them in the spreadsheet first so let's open up the first invoice here let's edit the invoice and see that we have one two three lines of data with with a lot of details here so tons of details here on this invoice if I EXC outed that and open up let's go back into um back into karuna so let's type karuna there she is and let's open up the other invoice and click on edit and there's going to be two lines on this specific one so I'm going to excit of that and I think I have another customer it was Chris Smith or something like that so Chris Smith there we go let's go into Chris Smith invoice edit that there should be four lines of data there we go and some have descriptions some didn't all have quantities rates and amounts so that's method number two for importing invoices I'm now going to switch to a QuickBooks online advanced account uh I was actually working on a Simple Start version of QuickBooks online because the first two methods work across all versions of QuickBooks online but this specific company file actually uses QuickBooks Online advance that has a more sort of fancy um importer feature for invoices so let's jump on this one okay let's go into the new button here and then click on batch transactions and again if you don't see batch transactions in your own QuickBooks Online file it's because you don't have QuickBooks online advanced you need that highest version of QuickBooks Online to use this specific feature so here in the drop down menu we have all the different types of transactions that we can import into QuickBooks Online invoices the deposits sales receipts bills those are your vendor Bills or the invoices your vendors or suppliers send you expenses checks and QuickBooks is adding new transaction types to this page all the time so we have this invoices and then we have uh different options here we have create modify or delete so for now we're going to do create which is for us to uh bring in the information or import the information and then we're going to click on this little options uh gear it's really important and under options we get to pick which of these fields we want to import and then all the way in the bottom it'll tell you which Fields you cannot import into uh currently so you can uh check any of these and for example I'm just going to uncheck all the ones that are not required for a second just so we can just strictly work with the required Fields so I'm unchecking everything here everything everything that's not grade out so we're going to have a very simple uh kind of a import uh section here so we're going to go to apply and now we have essentially very clean 1 two 3 four five um columns in total and you can tweak this so we can go to options here and then maybe use let's see what we have let's do quantity description and rate those things are typically used quite a bit so we click on apply now we have a little bit more uh complete importing uh system so I'm just going to really quick go to import CSV and then download the sample file it's a little bit slightly different sample file than the one on the other example um actually no it's the exact same one huh I made the mistake I thought it was going to be different so we'll work off the exact same sample file here and I'll just change a couple of dollar amounts here so let's see I'm going to change this quantity three and this item rate to 10 and then I'll just do a quick uh formula here to make sure that these dollar amounts are being calculated did it correctly we'll do 2460 and then 610 and then 7 10 and you get the point here we're just modifying um every single thing here so we're going to get slightly different uh invoices so now I'm going to um update this formulas to make sure this stuff is all um correct the way the way it's supposed to be and let's go back into QuickBooks again and see what fields we have so we have invoice number customer email terms uh all these things came back oh oops let's uncheck this again not fun I don't know why I did that but let's uncheck this again one more time we'll keep description quantity rate we said and we'll uncheck the rest of them so I don't know why it did that that's uh you know QuickBooks is weird sometimes like I just I had it perfect and then it changed it for me okay so invoice number customer invoice date product and service so I'm going to make sure because this is a copy and paste interaction I'm going to make sure that my spreadsheet looks identical so we have invoice number check we have customer name check then we have invoice date check and then we have product and service so we'll insert um a column here and then we'll bring in our items which are our product and services and we'll bring those guys back in there the next one is description so let's insert column here cut the description and bring in the description the next one is quantities we actually don't need any of these things uh because we're not using those we don't need any of these things and there we go so now we're down to um exactly what QuickBooks has invoice customer invoice date item uh item description quantity item rate item amount okay good so I think that we can cross our fingers and see if this is going to work so let's let's copy all this information is simply just copy and paste so we're going to hit copy so a regular simple clipboard come back into here and then we are going to right click and paste see what happens and cross her finger see if that works something didn't quite work don't know why the customer wasn't in QuickBooks let's just check one more time so Chris Smith signing QuickBooks that's curious let's see let's paste that oh of course this is a new company file that's why chrismith is not in here so that's one of the challenges that you're going to have here is that uh you dating format didn't work product and service didn't work because it's an entirely different QuickBooks Online uh file okay so I would have to go in QuickBooks now make sure that my uh customers are being imported first my items are being imported first and then we can go from there for Simplicity sake what I'm going to do is I'm going to grab an actual customer name from my database and a um and a an actual item from my database and just clean it up in Excel so let's grab a customer here a random we'll pick this one let's pick that one and then we'll grab this information going to the spreadsheet and paste that in there let's grab another customer here random let's grab Angie copy that and paste that in here and paste that in here and then we'll grab another customer here random Boris Jones copy that go back in here and paste it so again we just making sure that my spreadsheet actually matches what my QuickBook is supposed to be then I'll look at my products and services and then I'll pick this thing called the sign 11 just to simplify our life here and then we'll grab and bring this item here called design 11 and just to simplify things that's the item that we'll use for every single um item and then the invoice date I think uh the formatting requires to have the four the four um digit year it's very very picky um so we're going to come in here and right click and go into format so this is an Excel thing and then we'll go and see if we can do some sort of custom uh let's see if there's some sort of custom option here I guess this one will do click okay okay beautiful now we're thinking of that could work so now let's copy this information over click copy and then we'll just for the sake of Simplicity we'll cancel out of this and kind of just start over start with a clean slate just in case we're not confused by the data that's already in there and now we're going to right click here and click on paste and then I'll cross our fingers now see if that works and that worked so that brought all the information in here this is a preview screen again we can make any changes on the fly if something didn't import correctly which is was pretty neat you could change any of these things on the Fly only issue that you have is if you change any of these things you know the prices can change and that sort of thing because QuickBooks has a different price for that database so again if you wanted if you didn't want that to change then you would have to change that in your spreadsheet prior to changing it here so you want to be very careful with not manipulating the data after the fact because it won't be true to your spreadsheet so so at that point then we'll click on uh save and that will import all the transactions into uh QuickBooks online if you have any errors you can click on the little error that says uh in this case select a date that you started tracking inventory item so in this particular case is because um these are inventory items and when you create your inventory items you give it a sort of a starting date to as of when you'll be able to uh bring those um items into any transaction and these items were brought in afterwards so uh that was an example of me using a inventory item so instead what I'm going to do is I'm going to pick an item that's not an inventory item so I'll pick this thing here called tree removal as the item so I'm going to go back and just exited the screen one more time going into my spreadsheet and again I like the fact that this kind of issues happen on the fly so you get an idea for the sort of issues you're going to encounter it's not straightforward it's a lot of moving Parts if you're bringing stuff with inventory you have to make make sure that inventory was created um prior to that um this those transaction dates and that sort of thing so let's copy and paste this back into the batch action screen we'll try this one more time paste that cross our fingers one more time see that works okay that worked in there now we're going to click on Save okay see what happens I got another error that I can't identify so what I'm going to do is I'm actually going to import uh via CSV um with that same file that I was working on just now and then bring it in see what happens that screen is all crazy okay and now um the way it brings it in now it actually segregates it and it hides these lines for me and actually I know exactly what happened is when you actually just do a straight copy and paste it assumes that every one of these rows is a separate transaction number which is that's part of the issue so in this screen you actually have to um tell it that this is a new line item and and you have to click here and click on new line item and it grad them out for you and that's how the system recognizes that they're um they're part of the same transaction so it's it's definitely different behavior and I literally just discovered that by using the import feature instead of the copy and Pace feature because I wasn't noticing that specific uh situation so this is a a very specific example where this is actually not going to work uh with a straight copy and paste if you don't know the intricacies of the system and you might need to start with a sort of CSV import and then maybe copy and paste different individuals individual things from from here and then finally you know can I cross my fingers now and see if it's going to import this screen is so so quirky all right so let me go to save and okay got one in let's see what this tells me uh we still have the same issue with the invoice number so yeah so that's the same problem we had before um we'll just that's a couple of random numbers there click on Save and hopefully that should finish importing that was an extra line that I added there uh that wasn't consequential finally something important so let me ex out of this and then I'll go into my customers and then let's look for Angie I had a customer Ang there let's open her up and then let's see there's the invoice that we imported actually two invoices that we imported so we can edit the invoice and see what we brought in and there we go there's tree removal and all the descriptions all the quantity and rate so I actually don't love that third method it's not my favorite one as you can tell I even struggled during the import and it really is because it's just designed in a very strange way not very intuitive but it actually works like if you're actually if you're at it and you read the errors and you just keep trying over and over you'll find a way to make it work that's why I like the first two methods so much better and as a matter of fact that's why I like using a third party app to import so much better you know I don't think that it's worth upgrading to QuickBook sell in advance to get that batch interface feature because it's really just it's more time consuming to learn the quirks of it versus using a third party app which is going to save you so much time so let's jump into a third party app so we can show you how that works okay so for this specific example we're going to use an app called transaction Pro imported by WR work so I'm just going to go straight into the URL I'll put that URL in the description so you can go straight into the 7-Day trial page it's going to be much easier than trying to figure out how to add it through any other method like you go straight into this page is like the best way to do it so I'm going to click on I'm using QuickBooks online and then I'm going to click on sign in with into it that's how I can um uh log in into the free trial specifically using my existing QuickBooks online account as the login mechanism then I'm going to click on add new subscription monthly and then pick which one works best for you and it really depends on how many company files you'll be importing to and how much volume rows of data you want to import so for now let's say we're just going to use this lowest version here then we're going to click on connect to QuickBook so we can tell which company file we'll be connecting this uh transaction Pro into and we're going to pick our QuickBooks Online file from our list if we have multiple QuickBooks Online files that we manage you would pick one from the multiple you have if you just have one it'll just show one so I picked my company file then I click on next and connect and that should connect my transaction Pro into QuickBooks online so I can start importing transactions into it I'm going to click on companies and then go to where it says a go to app not very intuitive it's just kind of and kind of very techy type of app so we'll go to now we're in transaction Pro and then you have a couple things we can import data we can export import data and we can delete file for now we're going to import cuz that's what we're doing here so I'm going to click on import file okay and then here's a list of all the things you can import so you can import chart of accounts import bank statements you can import invoices journal entries all sorts of transactions that you can import for now we're just going to pick uh invoices which is what we're doing so I'm going to click on invoices and then I'm going to click and I'm going to drag and drop the file into this um this area here so I'm going to use this exact same uh file that we have here I'm going to drag and drop this same file in here but in order to make this a little bit different I'm going to change some of the customer names so let's go back and pick another customer name from my company file let me switch back to um the company file I was working on which is a simple company file and let's just go into a our customer list and grab a couple customers from here so we got Linda higs let's copy Linda hig's name and go back into our spreadsheet and replace just paste in here and we'll click and drag that down let's just make everything Linda higs make it easier right so we'll click on Save and now we'll go back into transaction Pro and then we're going to select a file drop it in there click on select file and Sheet now we'll click on import sheet and then we'll do our our mapping so my reference number is my invoice number my customer is my customer name transaction date invoice date again we're matching um our spreadsheet to the fields that are importable in um in transaction Pro we'll go down here to the item should be here somewhere there's my line item that's going to be this item product and service there's my description and there's my quantity obviously a lot more of a techie of an app and then line amount or actually line there let's do unit price first unit item rate and then line amount okay perfect so there's you can see all the fields are importable you there's a lot more Fields you can import via transaction Pro or third party app versus doing the built-in uh import system so it's good for you to sort of check out and kind of see hey what's you know what can I import with the built-in system what can I import with a third party app so you can decide is it worth it for me to pay a separate app to be able to import uh transactions into QuickBooks online so that's I'm going to click on preview and import then you're going to get this little spreadsheet looking thing kind of walking you through okay all the data that's going to be imported notice that there's an options button and there's a couple of interesting things you want to go through all these options to see if any of these things are useful like you know automatically import a customer name automatically create a new item all those things are actually uh available for you to sort of tweak in the settings if you start getting errors on the import okay so now I'm going to click on uh import and then click on yes we're going to wait to see what happens and for large volume and when you already have sort of pre-formatted spreadsheet that you kind of know how it's going to be imported this is always going to be better and you also get errors if there's an issue that happens so um let's see what kind of Errors we have here so we're having errors with the invoice num so same sort of issue we were having before just invoice numbers are off so I can change them on the spreadsheet import them again or I can just change them here so I'm just going to copy that here and paste so I can fix on the fly or again you probably want to fix these things really it's in the in the spreadsheet itself right because you're supposed to save time by having this information um already separated okay so again remember that I didn't know that I had this invoice numbers in QuickBooks Online already so let's try that now they all have individual diff separate invoice numbers but I made all the ones are the same transaction I made them the same number so QuickBooks knows to Bunch them together into the same transaction so let's go into import I'll hit yes cross our finger see what happen happens now and there we go all your data was imported successfully so let's take go back into QuickBooks we'll refresh Linda higs and we should see a lot more invoices in here now here we go all the invoices that we imported if I click on any of these and click on edit I should see um the data that was imported straight from the spreadsheet so that gives you essentially four methods four ways to import transactions into QuickBooks Online the Third party app method whether you use transaction Pro or any other uh system and I'll put the link to transaction Pro in the description so if you want to do a 7-Day trial yourself as well welcome to do so um for larger volume um this going to be much better the errors that you get in the third party app are a lot more precise and um essentially for a very long time before these other methods existed a third party app was the only way to import data into QuickBooks Online it will probably be continue to be the King on until in it figures out how to have their own easy to use complete with every field uh import method okay unfortunately the built-in methods they kind of work and you you saw the video you saw all the all the landmines that that that I stepped on and you saw all the things that needed to be tweaked and you should be able to decide for yourself which method works better for you so I showed you all the methods so you can decide my recommendation is always try the built-in methods and if that doesn't work go for the the third party app CU that's going to be probably the most foolproof way anyway I hope you enjoy this video and I'll see you on the next one