If you're handling bills in QuickBooks Online, you know how tedious it can get entering them one by one. Whether you're managing dozens or hundreds of vendor bills, doing it manually eats up time and increases the risk of mistakes. That’s where SaasAnt Transactions comes in—it helps you quickly and accurately upload bills to QuickBooks Online in bulk.
This guide’ll walk you through preparing your bill data and importing it into QuickBooks Online using SaasAnt. This is for you if you want to save time, reduce errors, and clean up your accounting workflow.
Here’s what makes it worth switching from manual entry:
Import bills in bulk from Excel or CSV files
Map spreadsheet fields directly to QuickBooks Online fields
Automatically match vendors, accounts, and bill details.
Eliminate copy-paste errors
Save hours every week on data entry.
This tool can drastically reduce your bookkeeping workload if your team manages payables for multiple vendors or departments.
To upload bills successfully, make sure you have:
An active QuickBooks Online account
SaasAnt Transactions are installed and connected to QuickBooks.
A prepared Excel or CSV file with your bill data
Create a spreadsheet with these essential columns:
Column Name | Description |
Vendor Name | Must exactly match the vendor name in QBO |
Bill Date | Date the bill was issued |
Due Date | When payment is due |
Bill Number | Unique bill identifier |
Account | The expense account for the bill |
Amount | Total bill amount |
Description | What the bill is for |
Terms | Payment terms, if applicable |
Class / Location | Optional, based on how your QBO is set up |
Ensure the formatting is consistent, especially with dates and vendor names.
Save your file as .CSV or .XLSX.
Launch SaasAnt Transactions
Log in and connect to your QuickBooks Online company.
Select “Bills” as the transaction type.
Click “Browse File” and upload your spreadsheet.
Use the field mapping screen to match your spreadsheet columns to QuickBooks fields. For example:
Vendor Name → Vendor
Amount → Bill Amount
Account → Expense Account
Double-check the mapping and click Next.
Preview the data before uploading.
Fix any red flags (like unmatched vendors or missing fields)
When everything looks good, click “Import to QuickBooks.”
Your bills are now uploaded and live in your QuickBooks Online file—ready for payment scheduling or further processing.
If you upload similar bill formats regularly, you can save your field mappings as a template. This reduces future import time to just a few clicks.
Double-check vendor names – they must match exactly with what’s in QuickBooks.
Format dates as MM/DD/YYYY
Avoid empty required fields like vendor, amount, or account.
Use consistent account names that match your chart of accounts.
Uploading bills into QuickBooks Online doesn't have to be slow or frustrating. With SaasAnt Transactions, you can batch-import bills in minutes, clean up your vendor records, and spend more time on actual decision-making instead of data entry.
If your accounting team is buried in payables every month, this tool can be a game-changer.
Using SaasAnt Transactions, you can import multiple bills in one go from a CSV or Excel file directly into QuickBooks Online—saving hours of manual data entry.
You can use a .CSV or .XLSX (Excel) file. Ensure your columns are clearly labeled and appropriately structured so that SaasAnt can map them to QuickBooks.
At the very least, you should include:
Vendor Name
Bill Date
Due Date (optional but helpful)
Amount
Account or Category
Reference Number
Description (optional)
Yes, SaasAnt supports detailed line items. To capture them accurately, you can include each item under the same bill reference number in a separate row.
SaasAnt will throw an error for that entry. You'll need to manually add the vendor to QuickBooks or allow SaasAnt to create new vendors during import.
Yes, you can include tax codes, tax amounts, and discounts in your import file if needed. Just be sure those tax settings already exist in your QuickBooks Online.
Yes. SaasAnt keeps a history of all imports. You can access your import history and delete the entire batch if needed.
Absolutely. SaasAnt is a trusted Intuit-authorized app that uses secure connections to sync with your QuickBooks data.
Yes. You can save that configuration as a template after mapping your file fields to QuickBooks fields. Next time, you’ll import with just a few clicks.
No installation is needed. SaasAnt Transactions for QuickBooks Online is a cloud-based app. Just sign in, connect your QuickBooks account, and start importing.
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