QuickBooks Online has no single fixed invoice export layout. The Invoice List report's selected columns determine what is available, and BillPad's profile remains provisional until compared with a real export.
How to export from QuickBooks
- In QuickBooks, open the Invoice List report or the invoice export available in your edition.
- Include the invoice number, customer, date, due date, amount, open balance and status, then export as CSV or XLSX.
- If you need individual invoice lines, use a report that includes line details rather than assuming the summary report contains them.
Import into BillPad
- Make a backup through Settings, Export backup if this workspace already contains records.
- Choose Start import under Switch to BillPad and select Invoices.
- Select QuickBooks as guidance, then use Choose file.
- Inspect Match columns. Required invoice fields are number, date, client and either total or line rate/amount.
- Confirm the date order if prompted, compare totals and paid amounts, then approve the reviewed import.
Check the source fields
The Invoice List mapping expects headings such as Date, No., Customer, Due date, Amount, Open balance, Status and Transaction type. Other supported aliases include InvoiceNo, InvoiceDate, ItemDescription, ItemQuantity and ItemRate.
Review the shape: a summary row should become one invoice, while line-detail rows should group into that invoice. A product/service export belongs in Products. Product bundles are skipped; purchasing and stock fields do not become inventory features in BillPad.
Good to know
The profile's fallback is MM/DD dates and USD currency. Ambiguous numeric dates still require your explicit confirmation. Prefer an explicit currency column over relying on that fallback, especially for international work.
CSV and the first XLSX worksheet are supported, within 5 MB and 5,000 rows. Imported invoices do not trigger reminders or late fees. Existing documents count towards the 100-document limit.
If your file does not import, email a redacted example to [email protected], or use the generic CSV option and match the columns manually. Do not send passwords, sign-in links or unnecessary customer information. Keep the original export until you have compared several imported records with the source.