How to Batch Enter Transactions in QuickBooks Online? – A Complete Guide

Entering transactions by batch are the perfect way to quickly move large amounts of data into your QuickBooks account, offering a streamlined way to input multiple transactions at once. 

What is a Batch Transaction Entry in QuickBooks?

Batch transaction entry in QuickBooks Online refers to the process of entering multiple transactions simultaneously. It allows you to manage financial records and enhances accounting efficiency. 

Instead of entering multiple bills and expenses one at a time, you can enter multiple forms all at once. This saves time on data entry, especially for users who handle both accounts payable and accounts receivable. This feature significantly reduces the time and effort required to input large volumes of financial data, ensuring accuracy and consistency in the accounting workflow. By grouping and recording transactions in batches, users can perform efficient data entry, review, and reconciliation, thus saving valuable resources. It simplifies the transaction entry and financial data management process, contributing to improved decision-making for different business operations. 

The batch transactions tool gives you better options to enter different bills or expenses at the same time. Or, you can duplicate the same bill or Expense and send it to multiple people with just a single click. 

How does the Batch Enter Transaction feature work?

With the Batch Enter Transactions functionality, you can enter data more efficiently and import multiple transactions at once. QuickBooks allows you to enter 1,000+ transactions in batches on a screen designed for power data entry. The feature is fast and efficient as it allows you to clear your bank transactions in Excel and then copy and paste the data into QuickBooks Online. 

Plus, you can use the Batch Enter Transactions tool when adding transactions like checks, deposits, credit card charges or credits, bills and bill credits, and invoices and credit memos to QuickBooks data files.

What type of transactions can be imported into QuickBooks Online?

QuickBooks supports importing data for several form types, so you can quickly and easily save their information in your accounting system.

The transactions you can import are:

• Customer and supplier contact information
• Bank transaction imports
• Product and service items
• Chart of accounts
• Invoices
• Bills and Expenses
• Journal entries

Things to Do Before Batch Entering Transactions in QuickBooks Online

Before batch entering transactions in QuickBooks Online, it’s important to perform the following steps: 

• Backup your QuickBooks Online data by exporting key reports or lists (like chart of accounts, customer/vendor lists) for reference before making large-scale entries.
• Ensure that users handling the batch entry have the correct permissions to enter and edit transactions in QuickBooks Online.
• Batch transaction entry is available in QuickBooks Online Advanced only. If you’re using other versions, you’ll need to rely on CSV imports or third-party apps for batch entering.
• Make sure your CSV or Excel file follows the required QuickBooks format, including headers and correct field mapping (dates, amounts, names, etc.).
• Review all necessary information such as customer/vendor names, dates, amounts, account categories, must be correctly organized.
• Confirm that you’re using the correct transaction types for the batch entry (e.g., invoices, bills, journal entries).

how to enter batch Transaction in QuickBooks Online?

If you want to copy several transactions (checks/checks, deposits, etc…) from one company file to another, use the enter batch transactions feature in QuickBooks Online. Here’s how to enter transactions by batch:

Enter multiple bills or expenses at the same time

Record bills and expenses from multiple sources using the batch transactions tool. Follow the steps below:

1. Click New + and then select Batch Transactions.
2. Now, choose Bills or Expenses from the Select transaction type dropdown menu.

Note: You can only enter one type of transaction at the same time, either bills or expenses, but not both.

3. Select any of the fields on line 1 to start. This is your first Bill or Expense.
4. Type info into the fields. These are the same fields you see on a regular form in a flat view.
5. Hit the Type field. If you only need to enter flat rates, click on Category details. Or, if you need to include specific product or service details on the form, select Item details.
6. Navigate to line 2. This is the next Bill or Expense. Fill out all the required fields.
7. Enter as many bills and expenses as you need as separate lines.
8. Once you’re finished, press Save.

After this, QuickBooks records everything at once.

Create Duplicates of the Same Bill or Expense

Maybe you need to record the same Expense for all of your employees, Or, you want to create the same Bill for several different vendors. If so, duplicate the same Bill or expenses form and then assign new payees or vendors to each duplicate. 

Duplicate the Same Bill

1. Click New + and then select Batch transactions.
2. From the Select transaction type dropdown menu, choose Bills.
3. Select any of the fields on the first line. This is the Bill you’re copying.
4. Type info into the fields.
5. Press the Menu button (three vertical dots) on the first line and then choose Duplicate Bill.
6. Navigate to the next line with the duplicate Bill and then select a different vendor in the Vendor dropdown.
7. Modify the Bill no. for the duplicate Bill.

Now, you have a copy of the same Bill for a different vendor. Repeat the same steps as many times as you need for each Bill you want to copy. When everything is OK, click Save.

Duplicate the Same Expense

1. Click New + and then select Batch transactions.
2. Under the Select transaction type dropdown menu, choose Expense.
3. Click any of the fields on the first line. This is the Expense you’re going to copy.
4. Type info into the fields.
5. Press the Menu button (three vertical dots) on the first line. Then, choose Duplicate expenses.
6. Go to the next line with the duplicate Expense and then select a different payee in the Payee dropdown.
7. Change the Ref no. for the duplicate Expense.

Now, you have a copy of the same Expense for a different payee. Repeat the same steps as many times as you need for each Expense you want to copy. When you’re ready, hit the Save tab.

How to Import Transactions into QuickBooks Online from CSV?

You need to format CSV files from your Excel spreadsheet to import transactions into QuickBooks Online and save your spreadsheet in CSV file format. Follow these steps:

1. Go to the File menu and choose Save as.
2. Hit the Browse icon and then select where you want to save the file on your computer.
3. Under the Save as type box, click on CSV (comma delimited .csv).
4. Press Save to finish saving the file.

How to Import Transactions into QuickBooks Online from Excel?

While you can create or edit your transactions in an Excel format XLSX file, QuickBooks Online can only receive imports from a CSV, QFX, QBO, OFX, or TXT type file.

To import your transactions from an Excel XLSX file, save a copy of it in a CSV file format first and then use your new CSV file by following these steps:

1. Go to the Transactions tab and select Bank Transactions.

2. Press the button labeled Upload transactions and then choose Drag and Drop or select Files.

3. Locate the CSV file on your computer and then click Open.
4. Select the account you need to upload the transactions to in the QuickBooks account dropdown list and then hit the Continue tab.

5. After this, follow the instructions to match the columns in the file upload with the related fields in QuickBooks. Then, click Continue.

6. Choose the transactions and then press Yes.
7. Hit the Let’s go icon to finish the import. 

How to import transactions into QuickBooks Online from PayPal?

QuickBooks provides you the option to import transactions using PayPal from the last eighteen months. For this, do the following:

1. Log into QuickBooks Online, go to the Apps page, and click on Overview.
2. Now, search for the Sync with PayPal app card.
3. Choose Settings in the app. 
4. From the newly opened tab, select Run in the Manual Import section.
5. Enter your date range and hit the Run icon. 

Note: If your bulk import dates overlap with previous bulk import dates, the new transactions will not overwrite the previously imported transactions unless you check Re-Import previously imported transactions. 

As a result, the new import may create new transactions in QuickBooks Online. This may cause duplicate records if you don’t delete the initial imported transactions.

Bottom Line!

Using the Batch Transaction Entry feature, importing data via CSV/Excel files, or integrating with third-party apps, you can batch enter transactions in QuickBooks Online. Each method simplifies and speeds up your transaction entry, especially when it comes to handling large volumes of data. 

After batch entry, you’re recommended to review and verify the transactions to ensure accuracy in your financial records. It also helps you save and manage your time efficiently. If you have an invoice to send to multiple customers, you don’t need to create a separate invoice for each. Instead, you have the option to create a single batch.

FAQs:

How do I batch categorize transactions in QuickBooks Online?

To batch categorize transactions in QuickBooks Online, follow these simple steps:

For Expense Transactions:

1. From the sidebar menu, select Expenses.
2. Mark the checkboxes next to the transactions you want to categorize.
3. Click on the Batch Actions dropdown and choose Categorize selected.
4. Select the right category, then click Apply.

For Banking Transactions:

1. From the sidebar menu, go to Banking or Transactions.
2. Under the Banking tab, choose your bank account.
3. In the For review tab, mark the checkboxes for the transactions you wish to categorize.
4. Click Update, select the appropriate category, and click Apply or Apply and accept to save your changes.

These steps will help you quickly manage your transactions in bulk, saving you time!

Disclaimer: The information outlined above for “How to Batch Enter Transactions in QuickBooks Online? – A Complete Guide” is applicable to all supported versions, including QuickBooks Desktop Pro, Premier, Accountant, and Enterprise. It is designed to work with operating systems such as Windows 7, 10, and 11, as well as macOS.