Web Dashboard: Upload Items from InvoiceASAP into QBD

In general, you want your items to sync from QuickBooks into InvoiceASAP.  If you add a new item to an invoice in InvoiceASAP, we display a pop-up for you to add this new item into your QuickBooks.  The reason we need to display the pop-up is for you to tell us what the income account is for the new item in your QuickBooks.

 

However, if you started with InvoiceASAP first, and your items are not in your QuickBooks, then filling out the pop-up for each item on every invoice is simply too much.

 

In this case, we suggest that you use QuickBooks' paste feature to add your items to QuickBooks.  You will only have to do this once, and then the items will sync between InvoiceASAP and QuickBooks using the Sync Manager.

 

This article discusses how to use QuickBooks import feature from InvoiceASAP.  

Please note that each import is going to be different, but this article should give you enough of a working knowledge that you can tweak it for your particular situation.

 

1. From your computer, log into the Web Dashboard.

 

2. Click on Products on the left navigation.

 

3. Click on the Export button to export your list.

 

4. Open the exported file.  You can use Excel or any equivalent.  In this example, I have Open Office.

 

5. This is what the opened file looks like.

 

6. Delete the columns you don't need to import into QuickBooks.   

In this example, I'm deleting the Item Type.

 

7. Next I delete the Item Code column.  You may want to keep the item code column, if you use item codes in your QuickBooks.

 

8. Delete the Cost field.  You may want to keep the cost field, if you need it in your QuickBooks.

 

9.  Add a column heading at the end for the Income Account.

 

10.  In QuickBooks, click on List > Item List.

 

11. At the bottom of the Item List, select Excel > Paste from Excel.

 

12. Click on Customize Columns in the upper right corner.

 

13. Add or remove columns as necessary, and set the order to match the columns in Excel.

Then click OK.

 

14.  You need to find the Income Account you want your items to go to.  

Click on the drop down box under Income Account and select the Income Account you want to use.

 

15.  Copy the name of the income account.

 

16. In the Excel Workbook, paste the income account in the Income Account Column.

 

17.  The income account has been pasted.  Now look at the taxable column.

Instead of Yes and No, the values need to be Tax and Non.  DO NOT USE ANY OTHER CODES EXCEPT Tax and Non!

This is what they look like before the change.

 

18. Taxable Values have been changed.

 

19. Highlight and copy your item list.

 

20. Paste this into QuickBooks.

 

21.  If the columns are lined up correctly, click on Save Changes.

 

22. The items were imported successfully.  Close this page.

 

23.  This is your item list in Excel.