How to Import Invoice CSV into QuickBooks, Xero & Sage

You've converted your invoices to CSV – now what? The real value comes when you import that data into your accounting software. This guide walks you through the exact steps for QuickBooks, Xero, and Sage.

Before you start

A few things to check before importing:

• Choose the right CSV file – BillToSheet gives you two CSV files: invoice_details.csv (header information) and line_items.csv (individual items). Most imports use the invoice details file, but check what your software expects.
• Check date formats – Our CSV uses ISO format (YYYY-MM-DD) which most software accepts. If you have issues, check your software's regional settings.
• Back up first – Before any bulk import, make sure you have a recent backup of your accounting data. Better safe than sorry.

If you haven't converted your invoices yet, use our PDF to CSV converter to get started. It's free for your first invoice.

Importing into QuickBooks

QuickBooks has slightly different import processes depending on whether you're using QuickBooks Online or QuickBooks Desktop. For more details, see Intuit's official guide to manually importing CSV transactions.

QuickBooks Online

1. Go to Banking in the left menu
2. Click Upload transactions
3. Select the bank account you want to import to (or create a clearing account for invoice imports)
4. Choose your CSV file and click Continue
5. Map the columns: Date → Date, Amount → Amount, Vendor name → Description
6. Review the transactions and click Accept

QuickBooks Desktop

1. Go to File → Utilities → Import → Excel Files
2. Select your CSV file (QuickBooks will open it as Excel format)
3. Use the import wizard to map fields to QuickBooks fields
4. Match invoice number, date, vendor, and amount fields
5. Review and complete the import

QuickBooks tip: Use the invoice number field to prevent duplicate imports. QuickBooks will warn you if it detects a matching invoice number.

Importing into Xero

Xero makes CSV imports straightforward through the bank account import feature. For comprehensive instructions, check Xero's help center on importing bank statements.

1. Go to Accounting → Bank accounts
2. Select the account you want to import to
3. Click Import Statement in the top right
4. Choose your CSV file
5. Map the columns to Xero fields (Date, Amount, Reference, Description)
6. Review the transactions and click Import

Xero tip: Xero prefers dates in YYYY-MM-DD format, which is exactly what BillToSheet outputs. You can also set up bank rules to automatically categorise future imports from the same vendors.

For multi-currency invoices, make sure you're importing to a bank account with the matching currency, or Xero will convert amounts using the current exchange rate.

Importing into Sage

Sage has different import processes depending on your version. Refer to Sage's official documentation on importing data for version-specific guidance.

Sage 50

1. Go to File → Import
2. Select Transactions as the import type
3. Choose CSV format and select your file
4. Use the import wizard to map fields
5. Make sure nominal codes match your chart of accounts
6. Review and complete the import

Sage Business Cloud

1. Go to Settings → Import data
2. Choose the transaction type you're importing
3. Upload your CSV file
4. Map columns to Sage fields
5. Review and import

Sage tip: Ensure your tax codes in the CSV match your Sage tax code setup. If they don't match exactly, Sage may apply the wrong VAT rates or reject the import.

Troubleshooting common errors

Sometimes imports don't go smoothly. Here are the most common issues and how to fix them:

• "Date format not recognised" – Check your software's regional settings. You may need to adjust the date column format in Excel before importing.
• "Duplicate transaction" – The invoice number already exists in your system. Either skip the duplicate or delete the existing entry first.
• "Amount doesn't match" – Check for currency symbols or thousands separators in the amount column. Remove any non-numeric characters.
• "Missing required field" – Some software requires specific fields like vendor name or description. Make sure these columns are populated in your CSV.
• "Invalid tax code" – Your CSV tax codes don't match the codes set up in your accounting software. Update either the CSV or your software's tax code list.

For more detailed troubleshooting, check our help guide on importing into accounting software.

Best practices for invoice imports

• Always review before confirming – Take 30 seconds to scan the import preview. It's much easier to catch errors now than fix them later.
• Start with a small batch – If you're importing for the first time, try 5-10 invoices first to make sure the mapping is correct.
• Keep original PDFs – Even after importing, keep your original invoice PDFs. You may need them for audits or disputes.
• Use consistent vendor names – This helps with reporting and makes it easier to track spending by supplier.
• Set up recurring imports – If you regularly receive invoices from the same vendors, consider setting up bank rules or templates to speed up future imports.

What about other accounting software?

The general process is similar for most accounting software:

1. Find the import or upload feature (usually under Settings, Banking, or Transactions)
2. Select CSV format
3. Map columns to your software's fields
4. Review and confirm

If you're using FreshBooks, Wave, Zoho Books, or another platform, check their help documentation for specific CSV import instructions. Our CSV column guide explains exactly what fields BillToSheet exports, which makes mapping easier.

Ready to import?

That's it – you now know how to get your invoice data from PDF to accounting software in just a few steps.

If you haven't converted your invoices yet, start with our PDF to CSV converter. Your first conversion is free, no account needed.

Got a stack of invoices to process? Use bulk conversion to convert them all at once – they process simultaneously, so even 50 invoices takes just seconds.