How to Import Purchase Orders in QuickBooks Desktop

July 10, 2025

If your team is manually entering every purchase order into QuickBooks Desktop, you're not alone — and you're not using your time efficiently. Importing purchase orders manually can slow down operations, create errors, and leave your procurement workflow feeling outdated.

Whether you're switching from another system, processing a backlog, or just trying to save time, there’s a better way. In this guide, we’ll show you how to import purchase orders directly into QuickBooks Desktop using SaasAnt Transactions Desktop, a tool built for bulk data management.

TL;DR: Quick Summary

Step

Action

Why It Matters

1

Install SaasAnt Transactions Desktop

Enables secure access to your QuickBooks company file

2

Prepare your purchase order spreadsheet

Keeps your data organized and ready for import

3

Select "Purchase Order" as the transaction type

Helps the tool understand what you're importing

4

Map your fields correctly

Ensures the data fits into QuickBooks without issues

5

Preview and import

Confirms accuracy before updating your records

Contents

TL;DR: Quick Summary

Why You Might Want to Import Purchase Orders

The Catch: QuickBooks Desktop Doesn’t Support Purchase Order Imports Natively

The Solution: SaasAnt Transactions for QuickBooks Desktop

How to Import Purchase Orders into QuickBooks Desktop: Step-by-Step

What Can You Include in the Purchase Order Import?

Why Users Love SaasAnt for PO Imports

Before You Import: A Few Tips

Final Thoughts

Frequently Asked Questions (FAQs)

Stop Entering Purchase Orders Manually Speed up your workflow by importing purchase orders in bulk from Excel or CSV using SaasAnt Transactions Desktop. Save time, reduce errors, and stay audit-ready with every import. Start your free trial today and see how simple PO imports can be.

Why You Might Want to Import Purchase Orders

Manually entering purchase orders is not only tedious, it increases the chance of mistakes. Importing them in bulk helps you:

  • Avoid duplicate entry and save time

  • Reduce errors in vendor details and item lines

  • Move data from spreadsheets or other systems into QuickBooks

  • Speed up your approval and purchasing workflows

  • Keep historical records accurate and centralized

If you’re handling purchase orders in Excel or Google Sheets, importing directly into QuickBooks just makes sense.

The Catch: QuickBooks Desktop Doesn’t Support Purchase Order Imports Natively

QuickBooks Desktop does support importing certain transactions using IIF files, but purchase orders are not one of them. That means:

  • No direct Excel or CSV import for POs

  • No built-in bulk upload tool for purchase orders

  • You’re stuck typing them in one by one — unless you use a third-party app

The Solution: SaasAnt Transactions for QuickBooks Desktop

SaasAnt Transactions was built to make importing, exporting, and managing bulk transactions easy. When it comes to purchase orders, it gives you full control over how your data flows into QuickBooks.

With SaasAnt, you can:

  • Upload purchase orders from Excel or CSV

  • Map your spreadsheet columns to QuickBooks fields

  • Validate and preview your data before anything is imported

  • Handle hundreds of records at once

  • Reuse templates for recurring imports

It works with all editions of QuickBooks Desktop — including Pro, Premier, and Enterprise.

How to Import Purchase Orders into QuickBooks Desktop: Step-by-Step

Step 1: Install SaasAnt Transactions (Desktop)

  • Head to the SaasAnt Desktop page and download the application.

  • Install it on your Windows computer.

  • Open QuickBooks Desktop 

Make sure the QuickBooks file you want to update is open before launching SaasAnt.

Step 2: Connect to QuickBooks

  • Launch the SaasAnt Transactions app.

  • The app will automatically detect your open QuickBooks file.

  • When prompted, grant permission for SaasAnt to access your data securely.

You’re now ready to start importing.

Step 3: Create Your Purchase Order Spreadsheet

Use Excel or CSV to prepare your file. Include all the essential details, such as:

  • Vendor Name

  • Purchase Order Date

  • PO Number (RefNumber)

  • Item Names

  • Quantity

  • Rate or Amount

  • Customer or Job (if applicable)

  • Class or Location (optional)

  • Memo or Notes

ipo1.webp

Pro tip: Ensure that vendor and item names in your file match precisely what is already in QuickBooks. Typos or mismatches will cause import errors.

Step 4: Start Your Import

  • Open the Import section inside SaasAnt.

  • Select 'Purchase Order' as your transaction type.

  • Upload the file you created earlier.

  • SaasAnt also provides smart suggestions to map the fields

ipo2.webp

Step 6: Preview and Import

  • Click Next to see a preview of the data you’re about to import.

  • Review the records to ensure everything looks right.

  • When you’re confident, click Send to QuickBooks.

ipo3.webp

That’s it, your purchase orders will be uploaded and recorded in QuickBooks in just a few seconds.

What Can You Include in the Purchase Order Import?

SaasAnt lets you import all standard purchase order fields, including:

  • Vendor Name

  • Purchase Order Date

  • Reference Number (PO Number)

  • Terms

  • Memo

  • Item Details (Name, Quantity, Rate, Amount)

  • Customer or Job

  • Class or Location

  • Ship To Address

  • Due Date

You get full flexibility over line-level details and custom fields.

Why Users Love SaasAnt for PO Imports

Feature

What It Means for You

Excel and CSV compatible

No need to convert to IIF or other file types

Smart error validation

Catch issues before they hit your books

Template saving

Set up once and reuse every time

Supports line items

Import multi-line purchase orders with ease

Saves hours of manual work

Ideal for teams processing dozens or hundreds of POs

Before You Import: A Few Tips

  • Back up your QuickBooks company file — always a smart precaution

  • Double-check vendor and item names — they must match QuickBooks exactly

  • Use clear column headers — it helps with auto-mapping

  • Test with a small file first — make sure everything runs smoothly

Need Help Importing POs into QuickBooks Desktop? Whether you're migrating data or fixing vendor records, SaasAnt makes importing purchase orders fast and accurate. Filter, map, preview, and import — all in a few clicks. Talk to our support team for expert guidance and tailored onboarding.

ipo4.webp

Final Thoughts

If your business frequently handles purchase orders, manually typing them into QuickBooks Desktop is unsustainable. With SaasAnt Transactions Desktop, you can upload clean, structured data straight into QuickBooks in minutes.

Whether you're onboarding new systems, cleaning up your books, or just trying to work more efficiently, this process saves time, reduces stress, and keeps your accounting accurate.

Frequently Asked Questions (FAQs)

1. Can I import purchase orders into QuickBooks Desktop using Excel or a CSV file?

QuickBooks Desktop does not natively support importing purchase orders from Excel or CSV files. However, you can use SaasAnt Transactions (Desktop) to import purchase orders in bulk from Excel or CSV formats, saving time and reducing manual entry errors.

2. What fields can I include when importing purchase orders into QuickBooks Desktop?

You can import a wide range of fields, including Vendor Name, PO Number (RefNumber), Item Name, Quantity, Rate, Amount, Class, Location, Memo, and Ship To Address. SaasAnt also supports multi-line item imports and custom fields mapped to your QuickBooks setup.

3. Do vendor and item names need to match exactly in QuickBooks?

Yes. The Vendor Name and Item Name in your import file must exactly match those that exist in your QuickBooks Desktop chart of accounts or item list. Any mismatch can cause the import to fail or result in incorrect mapping.

4. Is it possible to preview purchase order data before importing?

Yes. With SaasAnt Transactions, you can preview your data before importing. The tool displays all mapped fields and provides validation feedback, allowing you to fix issues before posting to QuickBooks.

5. Is it safe to import purchase orders in bulk with SaasAnt Transactions?

Yes. SaasAnt Transactions is a secure and widely trusted application used by accountants and businesses worldwide. For added safety, it is always recommended to back up your QuickBooks company file before performing any bulk import operations.



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