Upload the Excel workbook you already keep and post bills, invoices, journal entries and more to QuickBooks Online. No saving as CSV, no row splitting, no re-typing.
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ap-register-nov.xlsx → Bills286rows
SupplierVendorDateBill datePartProduct/Service5 of 5 matched
97bills
from 284 rows
97bills posted
Undo
In QuickBooks Online
Bills97So the workbook gets split, re-saved as CSV, or typed in by hand. Import my workbook
Use Autymate Transactions. Upload the .xlsx or .xls workbook as it is, choose the QuickBooks Online record it holds, and Autymate pairs each column with the right field. Lines that share a bill or invoice number post as one multi-line transaction, new customers and items can be created along the way, and every record waits for your approval. Run next month's workbook and anything already posted is skipped.
Choose what your workbook holds and see the QuickBooks Online record each row becomes.
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Import my employees freeSee it as a QuickBooks Online record
An invoice log kept in Excel, posted as multi-line invoices with terms and due dates.
CSV or Excel upload 6 Fields
2 sample rows · columns A–F Preview ready
invoice-log-nov.xlsx 24 KB Uploaded
| Invoice No | Customer | Date | Part | Qty | Price |
|---|---|---|---|---|---|
| INV-2210 | Eastside Auto Repair | 11/05/2026 | BP-220 Brake Pads | 6 | 58.00 |
| INV-2210 | Eastside Auto Repair | 11/05/2026 | OF-14 Oil Filter | 12 | 7.50 |
All fields mapped 2 rows become 1 invoice with 2 lines
QuickBooks Online 10 Fields
10 of 10 fields mapped All required mapped
North Branch Connected
Invoice
Autymate Demo Co.
Sample company
Invoice INV-2210
CustomerInvoice NoBalance due $438.00 Preview — not posted
DateDate,Function| # | Product/Service | Description | Qty | Rate | Amount |
|---|---|---|---|---|---|
| 1 | BP-220 Brake Padsfrom Part | Ceramic brake pads | 6 | 58.00 | 348.00 |
| 2 | OF-14 Oil Filterfrom Part | Spin-on oil filter | 12 | 7.50 | 90.00 |
Preview of the invoice this workbook will create in QuickBooks Online Mapped Required
Autymate reads the .xlsx or .xls workbook you already keep, with no fixed template. Put the column names in row 1 and give each line item its own row, repeating the bill or invoice number. Then look for the seven things Excel does to data on its own:
Dates that turned into numbers. 46329 is Excel's serial number for 11/3/2026, and a date typed in another region's order can swap day and month. Format the column as Date, one format throughout.
Leading zeros that vanished. Account numbers and ZIP codes lose their zeros, so 007731 becomes 7731. Format those columns as Text before you paste.
Long numbers in scientific notation. Anything over 11 digits shows as 4.01883E+11, and digits past the 15th are lost. Keep reference numbers as Text.
Formula errors. A #N/A or #REF! cell has no value to import. Fix the lookup, or paste the column as values.
Merged cells, subtotals and totals. Unmerge the title above your headers and delete subtotal and total rows, so only transactions sit under row 1.
Blank rows. Delete empty rows between records. Every row under the headers should be one line of a transaction.
Currency typed into the cell. USD 85.00 is text, not a number, and Excel even leaves it out of the total. Let the cell format add the currency symbol.
| A | B | C | D | E | F | |
|---|---|---|---|---|---|---|
| November AP Register | ||||||
| Bill No | Vendor | Bill Date | Acct No | Supplier Ref | Amount | |
| B-4471 | Granite Brake Co. | 11/3/2026 | 7731 | 4.01883E+11 | 1,240.00 | |
| B-4471 | Granite Brake Co. | 46329 | 7731 | 4.01883E+11 | USD 85.00 | |
| B-4472 | #N/A | 11/4/2026 | 2208 | 7.30115E+11 | 312.60 | |
| B-4473 | Lakeshore Freight | 11/5/2026 | 5140 | 8.80214E+11 | 96.40 | |
| Total | 1,649.00 | |||||
One sheet per record type, in import order, with a field guide for every column.
.xlsx · 92 KB · sample data
24 record types, in import order
Autymate reads the headers in row 1 and suggests a field for each. Change any pair and keep it.
Row 1 of your sheet ap-register-nov.xlsx
QuickBooks Online bill fields
Inv Date 11/3/2026Ref B-4471Supplier Granite Brake Co.Branch North BranchPart BP-220Line Total 1,240.00Net Days 30VendorTermsBill dateBill no.Product/ServiceAmountLocationSuggested from the row 1 headers: 7 of 7
| Your Excel column | QuickBooks Online field | What happens |
|---|---|---|
Bill No / Invoice No / Ref | Bill, invoice or reference no. | Rows that repeat it post as one multi-line transaction; a number already posted is skipped |
Supplier / Vendor / Customer | Vendor or Customer | Paired with the contact of the same name; a missing customer can be created during the run |
Inv Date / Bill Date / Due | Transaction date / Due date | Set by a ready-made date function where the column needs one |
GL Account / Category | Account or Category | Looked up in your chart of accounts; an account it can't find is held for review |
Part / Item / SKU | Product/Service | Looked up in your products and services; a new part can be created during the run |
Qty / Cost / Line Total | Qty, Rate, Amount | Line totals checked before anything posts |
Tax Code | Sales tax | Paired with the tax settings in your QuickBooks Online company |
Branch / Department | Class or Location | Kept when class or location tracking is turned on |
Memo / Notes | Memo / Description | Written to the line or to the header |
Your sheet says “Freight”. QuickBooks says “Freight & Delivery”. Pair a value once and every later row lands on the right record. AutyAI proposes each pair with a confidence score.
Value matching SampleFreightFreight & Delivery 94%Granite BrakeGranite Brake Co. 92%Shop SuppliesSupplies & Materials 89%What stops a workbook in QuickBooks Online's own import, and what Autymate does about each one.
| Error | Why it happens | What Autymate does |
|---|---|---|
| Saved as CSV firstFlagged in the workbook: File ap-register.csv Re-saved from Excel | QuickBooks Online's invoice import and bank upload ask for a .csv, and re-saving a workbook can change its dates and zeros. | Takes the .xlsx or .xls itself, so there is no CSV step.After Autymate: File ap-register-nov.xlsx Uploaded as it is |
| “Account doesn't exist”Flagged in the workbook: GL Account Shop Supply Not in your chart | The GL account typed in your sheet isn't in your chart of accounts. | Holds the row and says why, so you can point it at an account you have.After Autymate: GL Account Supplies & Materials Mapped |
| Bills not on your planFlagged in the workbook: Plan Plus No bill import | In the US, QuickBooks Online imports bills on the Advanced plan only. | Posts bills on Essentials, Plus and Advanced.After Autymate: Plan Plus Bills posted |
| “Contact already exists”Flagged in the workbook: Supplier Granite Brake Co. Already in QuickBooks | QuickBooks Online won't import a vendor or customer it already has. | Pairs the row with the existing contact by name.After Autymate: Supplier Granite Brake Co. Matched and reused |
| Sheet over 1,000 rowsFlagged in the workbook: Rows 2,846 Over 1,000 | A year-to-date register outgrows the under-1,000-row limit. | Takes every row in one run; the Standard plan has unlimited rows.After Autymate: Run 2,846 rows One run |
| Dates in mixed formatsFlagged in the workbook: Inv Date 2026-11-03 Mixed format | Rows typed by different people mix 11/3/26 and 2026-11-03 in one column. | Puts every date in one format before anything posts.After Autymate: Inv Date 11/03/2026 One date rule |
| Duplicates on a re-uploadFlagged in the workbook: Ref B-4471 Uploaded again | This month's register still holds last month's rows. | Skips bills that already posted, so only the new rows go in.After Autymate: Ref B-4471 Already posted, skipped |
Sign in with Intuit and choose the company your records go to.
Drop in the .xlsx or .xls workbook as it is, then pick the QuickBooks Online record it holds.
Autymate pairs your row 1 headers with QuickBooks Online fields. Change any pair, then preview the records.
See what posted and what is held for review, fix held rows, and run it again without duplicates.
Ready-made templates for the workbooks a finance team rebuilds every single month.
The summary workbook from your payroll run becomes one balanced journal entry per pay run, departments kept as classes.
Any template can start
Each reference becomes one bill with its part or expense lines, due date worked out from the terms.
Approved expense lines post against the right account and the card or cash account that paid them.
Each branch's day becomes one sales receipt, from the sheet your managers fill in every week.
Lines with the same invoice number post together as one invoice, terms and due date included.
Accrual lines from your close workbook post as balanced entries, ready for review.
The closing trial balance from the system you're leaving, posted as one opening entry that balances.
New part numbers are created; ones QuickBooks Online already has are matched.
QuickBooks' built-in import handles a short list well. Transaction workbooks run into these limits first.
| QuickBooks Online built-in import | Autymate Transactions | |
|---|---|---|
| Rows per spreadsheet | Under 1,000 (and 100 invoices per invoice import) | No splitting; unlimited rows on Standard |
| File format | .xls or .xlsx for most imports; .csv for invoices and bank data | .xlsx or .xls, with no CSV step |
| Invoices on a sales-tax company | Blocked once the company collects sales tax | Each line's tax code paired with your setup |
| Discount lines & credit memos | No negative charges on the invoice import | Supported |
| Bill import (US) | Advanced plan only | Essentials, Plus or Advanced |
| Vendors or customers you already have | Rejected on import | Paired by name, then reused |
| Customers or items not set up yet | Import those lists first | Can be created in the same run |
| Re-uploading a workbook | No duplicate protection | Posted rows skipped on every run |
| Next month's workbook | Map and upload it again | Saved mapping, on a schedule |
| Reversing an import | No bulk undo | Reverse one run, or just the records you pick |
Limits checked against Intuit's US help articles in November 2026; they vary by plan and region. (Intuit: common questions about importing data (US) (opens in a new tab) · Intuit: import multiple invoices (US) (opens in a new tab) · Intuit: format CSV files for bank upload (opens in a new tab))
A short customer or vendor list, once? QuickBooks Online's own import may be all you need (Intuit, opens in a new tab)
AP registers and supplier price lists kept in Excel, posted as bills and items.
A differently shaped workbook from every client. Keep one mapping per client.
Accruals, reclasses and payroll summaries built in Excel, posted as journal entries.
A workbook per branch or one for all, with each row's class and location kept.
Trial balances and open bills exported to Excel from the system you're leaving.
Expense reports and card statements gathered in a workbook, posted to the right accounts.
Unknown accounts, unbalanced journal lines and bad dates are held with a reason, never pushed into QuickBooks.
Upload a register that grew since last month. Only the rows that haven't posted go in.
Pair a workbook's columns once and reuse the pairing every month.
Reverse everything a run posted, or only the records you pick.
Excel today, plus CSV, IIF and Google Sheets whenever a source needs them.
Turn the monthly upload into a schedule, or a folder Autymate watches.
Free plan, no credit card needed.
Start free with no credit card. Standard runs every location from one automation for $19 per location.
Yes, two ways. QuickBooks Online's built-in import reads .xls and .xlsx for lists and some transactions, in spreadsheets under 1,000 rows, but its invoice import and bank upload want a .csv. Autymate Transactions posts bills, invoices, journal entries, expenses, checks, deposits and more straight from the workbook, and shows you a preview first.
To import Excel into QuickBooks Online, sign up for Autymate Transactions and link your QuickBooks Online company, upload the .xlsx or .xls file, choose the record type, check how the columns are paired, preview the records, and post them.
Yes, in QuickBooks Online's own import: each spreadsheet must stay under 1,000 rows, and invoices go in 100 at a time. Autymate takes a larger workbook whole. The Free plan includes 200 rows a month; on Standard, rows are unlimited.
Yes. In the US, QuickBooks Online's own bill import is only on the Advanced plan. Autymate Transactions posts bills from Excel on Essentials, Plus and Advanced, and rows that share a bill number become one bill with several lines.
Autymate Transactions takes Excel workbooks saved as .xlsx or .xls. For a macro-enabled .xlsm file, save a copy as .xlsx before you upload it. CSV files work too.
Accounts do; customers and items don't. Autymate can create a missing customer or item during the import, and it holds any row whose account isn't in your chart of accounts so you can point it at one you have. Customers already in QuickBooks are matched by name, not imported twice.
Autymate keeps a record of everything it has posted, so a second upload of the same workbook skips those rows. That makes it safe to re-upload a register that has grown since last month: only the new rows post.
Nothing to start. The Free plan needs no credit card and covers one location and 200 rows a month. When you need more, Standard costs $19 per location per month, with no cap on rows.
Yes. Keep the column pairing, then let the import start itself: on a schedule, or whenever a new workbook arrives in Google Drive, an SFTP folder or Amazon S3. Each run waits for your review before anything posts.
Post this month's workbook to QuickBooks Online today. Free plan, no credit card needed.
Intuit Gold PartnerSOC 2 Type II audited1,000+ Five-Star Reviews
QuickBooks OnlineSample✓ 97 bills posted1 held for review