QuickBooks Online imports bills from a spreadsheet, not from a PDF. In the US, only Advanced can bring bills in natively (through Batch transactions), while Simple Start, Essentials and Plus need an importer app or the Bills page upload, which reads the vendor, date and total but not the line items. InvoiceExtractor reads your PDF and scanned vendor bills and gives you one clean CSV row per bill line, ready to map. Upload a bill below to see the rows.
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QuickBooks Online is good at paying bills. Getting a month of supplier PDFs into it as complete bills is where the hours go.
Every import route, native or third party, maps columns from a CSV or Excel file. Your vendors send PDFs, so somebody has to type the rows before the import can run.
Intuit staff have confirmed in the QuickBooks Community that the Import Bills option is not available in the US version. Advanced users get Batch transactions; Plus is $200 a month cheaper and has neither.
Uploading a PDF on the Bills page creates a draft with vendor, date and amount. Line descriptions, quantities and the split across expense accounts still get keyed by hand.
Tools such as Transaction Pro move rows from a spreadsheet into QuickBooks. They expect clean columns and stop at a scanned page.
A supplier bill with 30 lines is 30 rows in the import file, each repeating the bill number, vendor and date. That is where keying errors creep in.
Bills that are not in QuickBooks cannot be approved, paid on time or matched to the bank feed, so the close slips while the stack gets typed.
InvoiceExtractor does the part every bill import skips: it reads the documents and writes the rows.
Bill number, vendor, bill date, due date, terms, PO number, line description, quantity, rate, line amount and tax, in the same column order on every bill.
Each line keeps its bill number, vendor and date, which is exactly how QuickBooks groups multi-line bills during import.
Digital PDFs, scanned paper, fax images and phone photos all work, with no template to build for each vendor.
Drop a month of supplier bills in one upload and download one combined CSV or Excel file instead of fifty.
Define the columns once to match your importer template, including a default expense account, and every export follows it.
Line amounts are kept next to the bill subtotal, tax and total, so a quick filter shows any bill whose lines do not add up before it reaches QuickBooks.
The same flow works for Batch transactions on Advanced and for importer apps on any plan.
Drop the PDFs, scans or photos into InvoiceExtractor. Multi-page bills stay together as one document.
Review vendor, bill number, dates and every line against the source document, and fix anything flagged.
Download one row per bill line, with the expense account column filled from your default or your own coding.
On Advanced, use Batch transactions. On other plans, load the file into your importer app and map the columns once.
Tip: Import 100 bills or fewer per file and confirm vendors and accounts already exist in QuickBooks.
Anyone who receives supplier bills as documents and has outgrown typing them into the Bill form one by one.
Client bills arrive by email in every layout. One extraction run per client replaces an afternoon of keying for each QuickBooks file.
You need bill import without paying $200 a month more for Advanced, and an importer app plus a clean CSV gets you there.
Supplier bills with dozens of lines, where header-only capture leaves most of the work undone.
Utility, maintenance and service bills for several sites at month end, imported in one batch instead of site by site.
QuickBooks Online imports bills only from a structured file, so the real work is turning PDF vendor bills into rows. US Advanced subscribers can bring those rows in through Batch transactions. On Simple Start, Essentials and Plus there is no native bill import, so you use a QuickBooks importer app or upload PDFs one at a time on the Bills page. InvoiceExtractor handles the step in front of all of these: it reads each bill and writes one row per line with the bill number, vendor, dates, description, amount and tax already in place.
Yes, but how depends on your plan and country. Intuit's own help article lists bill import under Settings, Import data, Bills for Essentials, Plus and Advanced, and that is how it works in the UK, Canada, Australia and other regions. In the US, Intuit staff stated in the QuickBooks Community in October 2024 that the Import Bills option is unavailable, and US Advanced users are pointed to Batch transactions instead. If you are on a US plan below Advanced, the practical routes are an importer app from the QuickBooks App Store or the Bills page upload.
| Route into QuickBooks Online | US plans | What it needs as input | Line items |
|---|---|---|---|
| Batch transactions | Advanced ($340 a month) | Rows pasted or imported from a CSV | Yes, one row per line |
| Importer app (Transaction Pro, SaaSAnt) | Any plan | Excel or CSV with mapped columns | Yes, one row per line |
| Bills page upload | Any plan | PDF or image, one bill per file | No, vendor, date and total only |
| Typing into the Bill form | Any plan | A person and the PDF | Yes, by hand |
| InvoiceExtractor, then either import route | Any plan | PDFs, scans or photos | Yes, extracted automatically |
Plan prices are the US list prices after Intuit's August 1, 2026 increase: Simple Start $38, Essentials $85, Plus $140 and Advanced $340 a month. Moving from Plus to Advanced only to get Batch transactions costs $2,400 a year, which is more than most importer apps and an extraction plan combined.
Go to Expenses, then Bills, and choose to upload from your computer; QuickBooks creates a draft for each file and reads the vendor, date and total. That is fine for a few simple bills. For a month of multi-line supplier bills, extract them to a CSV first and bring the rows in through Batch transactions or an importer app, so every line lands with its own description, amount and account.
Intuit lists seven mandatory columns for the bill import template: Bill no., Supplier (Vendor in the US), Bill Date, Due Date, Account, Line Amount and Line Tax Code. When a bill has several lines, every row repeats the bill number, vendor and bill date. Importer apps use similar fields under their own names, such as RefNumber, Vendor, TxnDate, ExpenseAccount and ExpenseAmount, and let you map the columns once and save the mapping.
InvoiceExtractor fills everything that is printed on the bill. The one column a document cannot supply is the expense account, because that is your chart of accounts, not the vendor's. Set a default account in your export layout, or code the lines in the spreadsheet before import; our invoice coding software page covers line-level GL coding in more detail.
Yes, from a properly laid out Excel or CSV file, through Batch transactions on US Advanced or through an importer app on any plan. The file must have one row per bill line with the bill number, vendor and date repeated, an existing vendor and expense account for every row, and amounts as plain numbers. If your bills are PDFs, the Excel file is the thing you are missing, and that is the file InvoiceExtractor produces.
Intuit recommends importing no more than 100 bills at a time and keeping each file under 1,000 rows, so a large month is best split into several files. Importer apps set their own ceilings: Transaction Pro's entry Essentials plan for QuickBooks Online allows 200 imported rows a month, and SaaSAnt caps the rows per file by plan. Batch your extraction the same way, 50 to 100 bills per export, and each file stays inside every limit.
No. The Bills page upload captures header fields such as vendor, bill date and total, and leaves line details for you to enter. The bill import template has the same gap from the other side: Intuit notes that the Item details section is not imported, so bills come in on the Category details side with an account per line. For product lines that need to hit inventory, enter or edit those bills in QuickBooks after the import. See invoice line item extraction for how the line tables are read.
Added monthly cost to import PDF bills into QuickBooks Online, US dollars
Advanced still needs the bills typed into rows. An importer app still needs a spreadsheet. InvoiceExtractor produces the rows that either route imports.
On Plus, the cheapest complete setup is an extraction plan to turn PDFs into rows plus an importer app to push them in, roughly $88 a month for a business keying a few hundred bills. On Advanced you skip the importer and use Batch transactions. InvoiceExtractor pricing starts at $49 a month (or $24 a month billed yearly) with 2,500 pages, Excel and CSV export and bulk upload of 50 files; the Plus plan at $149 covers 10,000 pages for firms working across many client files.
Once bills are in QuickBooks you can approve and pay them, and the bank feed matches the payments as they clear. If some accounts do not have a working bank feed, converting the bank statements into QuickBooks Online files closes that gap so the bill payments reconcile. For other ways into QuickBooks, see how to convert invoices to QuickBooks, scan invoices into QuickBooks or set up AP automation for QuickBooks.
Yes, from a CSV or Excel file. In the US, Advanced brings bills in through Batch transactions; Simple Start, Essentials and Plus have no native bill import, so use an importer app or the Bills page upload. Outside the US, Settings, Import data, Bills is available on Essentials, Plus and Advanced.
On the Bills page, upload PDFs or images from your computer and QuickBooks creates a draft per file with vendor, date and total. For multi-line bills, extract them to a CSV first and import the rows, so every line arrives with its description and amount.
Yes. Lay the file out with one row per bill line, repeating bill number, vendor and date, then import it through Batch transactions on US Advanced or through an importer app on any plan. Vendors and expense accounts must already exist in QuickBooks.
Intuit lists Bill no., Supplier or Vendor, Bill Date, Due Date, Account, Line Amount and Line Tax Code as mandatory. InvoiceExtractor fills every field printed on the bill; you set the expense account by default or by coding each line.
Intuit recommends no more than 100 bills per import and fewer than 1,000 rows per file. Importer apps add their own limits, such as Transaction Pro Essentials at 200 rows a month. Split a large month into several files.
No. The Bills page upload reads header fields like vendor, date and total. Line descriptions, quantities and amounts need to be typed or imported from a spreadsheet, which is the step InvoiceExtractor automates.
Not if you use an importer app. Advanced is the only US plan with native Batch transactions for bills, but upgrading from Plus costs $200 a month more, while importer apps start at about $13 to $39 a month and work on every plan.
Yes. Upload a few vendor bills on this page, check the rows, then export the CSV and run a test import of a handful of bills before you move a whole month. Plans start at $49 a month.
Scan invoices into QuickBooks Online and Desktop without typing.
Invoice line item extraction for quantities, unit prices and totals.
Invoice coding software for GL accounts on every bill line.
Bulk invoice upload for a whole month of bills at once.
Hubdoc pricing for QuickBooks Online and the line items it skips.
Start turning your invoices into clean, structured spreadsheet data.
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