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A large percentage of the work involved in maintaining an accounting system involves the addition and maintenance of data. The ability to import and export data from an application allows great flexibility and convenience. Importing invoices into QuickBooks from excel prevents double data entry work.

Creating invoices in QuickBooks from excel involves is achieved through web service. The web service is mapped to the shared directory where excel’s reside. The web service connects to QuickBooks using QuickBooks web connector. The excels are read and the invoices are created in QuickBooks.

For exporting the invoices as PDF the data is exported into a database for custom work. Web service is used to fetch invoice from QuickBooks using the last fetched date as the flag. Once the web service creates the PDF then the same is uploaded into the specified folder after proper authentication. The web service is scheduled to run automatically at specific time intervals.

Excel is one of the most common spreadsheets. Many companies use excel for storing sales orders. The challenge arises when the data needs to be entered or imported into QuickBooks. Data entry will be a challenge if there are variations in orders or if there is a large volume of data involved. Importing data from excel avoids the time and errors involved with data entry.

CI worked on a project involving importing sales orders from excel files. The input was the excel file consisting of sales order data. The excel template was defined initially. If the customer number was not available in QuickBooks then a new customer was created. An invoice was created based on the imported sales order. The relevant group items were added into the invoice to ensure that the invoice did not print individual line items. This helped avoid multiple pages of invoice.

QuickBooks Invoice Excel Import / PDF Export

Import data into QuickBooks

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