Turn supplier invoices into QuickBooks or Xero bills
Enter a batch of supplier invoices as bills in QuickBooks Online or Xero from one CSV, instead of typing each one in.
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What it does
Invoice to QuickBooks or Xero, explained
To get supplier invoices into your accounts payable, drop the PDFs here, read them, and choose QuickBooks Online bills or Xero bills. Enter the expense account (QuickBooks) or account code (Xero) to post them to and, if you use one, the tax code exactly as it's named in your company. The file has one row per bill line; rows that share an invoice number become one bill.
Read more
The QuickBooks file has the columns Intuit lists as mandatory for its Import bills tool: Bill no., Supplier, Bill Date, Due Date, Account, Line Amount and Line Tax Code, plus a Line Description. You map them during the import and choose the date format there. Intuit's import doesn't take discounts, so an invoice with a discount is written as one line for its total, and the page tells you which invoices that applies to. The Xero file follows the layout of Xero's bill import template (ContactName, InvoiceNumber, Reference, InvoiceDate, DueDate, Description, Quantity, UnitAmount, AccountCode, TaxType, Currency); compare it with the template your organisation downloads, since templates can change. Xero imports bills as drafts for you to approve.
Every bill is checked before it's written: lines times prices, lines against the subtotal, and subtotal − discount + shipping + tax against the total. Shipping, discount (Xero) and tax are added as their own lines so each bill adds up to the invoice total; turn the tax line off if you'd rather import amounts before tax and let your tax code add it. Invoices missing a supplier, number, date or total are held back until you fill them in.
This is a file import, not a connection: PDFBetter doesn't sign in to QuickBooks or Xero. For bank transactions rather than bills, use the bank statement to QuickBooks tool.
How to do it
Turn supplier invoices into QuickBooks or Xero bills in 4 steps
1Your PDF
2Convert
3The new format
- 1
Add supplier invoices
PDFs, scans or photos; up to 10 per run.
- 2
Read and check
Fix anything flagged so each bill matches the invoice total.
- 3
Choose QuickBooks or Xero
Enter the account, an optional tax code, the date format, and line items or one line per bill.
- 4
Import the file
In QuickBooks Online, open Import data, choose Bills and map the columns. In Xero, use Import on the Bills page, then approve the drafts.
Example
Before and after
Three supplier invoices: one with five lines and shipping, one with a 10.00 discount, one scanned with no due date printed.
A QuickBooks bills CSV with seven lines for the first bill (five items, shipping, tax), one total line for the discounted invoice with a note why, and the scanned bill due on its invoice date.
Settings & formats
What you can control
- QuickBooks Online bills CSV
- Bill no., Supplier, Bill Date, Due Date, Account, Line Description, Line Amount, Line Tax Code.
- Xero bills CSV
- ContactName, InvoiceNumber, Reference (PO), InvoiceDate, DueDate, Description, Quantity, UnitAmount, AccountCode, TaxType, Currency.
- Bill detail
- Line items (plus shipping, discount and tax lines) or one line per bill for its total.
- Due dates
- When an invoice prints no due date, the invoice date is used, and the page says so.
Input
Output
Good to know before you start
- Suppliers or contacts and accounts are matched by name in your software; QuickBooks asks you to add new ones first unless you let the import create them.
- One account and one tax code are written on every line. Split coding across accounts in QuickBooks or Xero after import.
- QuickBooks' bill import doesn't support discounts or credit notes: discounted invoices go in as one line, and negative totals are held back.
- No .qbo, .iif or direct API sync; the output is a CSV for each product's own import screen.
- The Xero column layout follows Xero's published template; check it against the template in your organisation before a large import.
Invoice to QuickBooks or Xero: questions people ask
Which QuickBooks versions can import bills from a file?
Intuit's help says bill import is available in QuickBooks Online Essentials, Plus and Advanced, and recommends importing no more than 100 bills at a time.
Why is my discounted invoice a single line?
Intuit states that its bill import doesn't support discounts. Writing the invoice total as one line keeps the bill equal to what you owe.
Do I need to enter a tax code?
Only if your company uses sales tax or VAT codes. Type the code exactly as it appears in your settings; it's written on every line.
Will Xero approve the bills automatically?
No. Xero imports bills as drafts so you can review them before approving.
What happens to invoices with missing fields?
They're listed with what's missing (supplier, invoice number, date or total) and left out of the file until you fill them in on the page.
What does it cost?
Reading uses from 1 AI credit per page read (the Free plan includes 20 AI credits a month, Pro 500); scans and photos also use OCR pages (20 a month on Free). Exports are free and can be repeated.