I will be showing an example on now you can import data already in Excel into QuickBooks using a application called:

Zed Axis 10.0 from Zed Systems, I actually used a 30-day fully functional trial to do all this! I welcome you to try it.

First, this is the spreadsheet I had originally:

Screen Shot 2014-04-21 at 10.32.54 PM

 

On this example, this spreadsheet contains service Date, Vendor’s Name (subcontractor), Customer:Job name, Item (service performed), amount, and a memo.  So what we are going to do, is import each line as a BILL and the service performed will be the item, plus it will be job-costed using the customer’s name.

First, we Open the QuickBooks file to import data into and launch Zed Axis, it will look like this:

Screen Shot 2014-04-21 at 10.15.47 PM

 

Then, we must click on “QuickBooks Desktop” and click on “Connect” which will asks me on the QuickBooks side for Authorization, this is the standard way QuickBooks requires the user to give read/write access to the database, looks like this:

Screen Shot 2014-04-21 at 10.16.34 PM

 

Just select: “yes….” and then go back into Zed; it will let you know the file is connected by indicating the Version of QuickBooks and year that is active by displaying it in the bottom right of the screen:

Screen Shot 2014-04-21 at 10.17.11 PM

 

 

Next Step, we go to the IMPORT tab on the top, then click on Browse to select Excel File, Then go to “Choose a Sheet in Excel” if the file has multiple sheets. The Screen looks like this:

Screen Shot 2014-04-21 at 10.33.59 PM

 

 

The next step (and possibly the most important step) is to create the Mapping.  This is going to tell ZED what columns in excel are suppose to be what on QuickBooks.

Screen Shot 2014-04-21 at 10.34.43 PM

 

 

Then you, need to give the mapping a name, because it will be saved for a future import of data formatted the same way.

Screen Shot 2014-04-21 at 10.35.15 PM

 

It is important to identify each column to the matching QuickBooks Field…

Screen Shot 2014-04-21 at 10.38.09 PM

I most warn you that this will take some practice and trial/error for first timers, but once the mapping is saved… all consequent imports are very easy.

After clicking on save, you will see a MAPPED Preview of your data which you can review…

Screen Shot 2014-04-21 at 10.38.01 PM

 

After that looks good, you can click on “Import” and you will get a screen that is designed to do some error prevention which will validate the integrity of the data and look through your item, vendor, customer, account lists to see what is missing.

Screen Shot 2014-04-21 at 10.38.34 PM

 

When Import is complete and error free, you will see a list of all the importing data and a Summary to indicate how it went:

Screen Shot 2014-04-21 at 10.39.38 PM

 

 

And presto! go to your QuickBooks and preview the imported data if you wish:

Screen Shot 2014-04-21 at 10.40.41 PM

 

 

I love this app.  I have been using it for over 3 years and it has proven to be very productive tool.  For $195, it is compared with other popular tools such as Transaction Importer Pro… which do very very similar functions.

My absolute favorite thing about Zed, is that there is a FULLY FUNCTIONAL free 30-day trial on their website and allows me to preview it with my clients before making them commit to the $200 investment.  This way you can test your own spreadsheet data 100% before purchasing.

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One Response to Importing from Excel into QuickBooks using App: ZED AXIS

  1. Avatar After Call says:

    Hi, I’m testing Axis to import bills from an excel/text file. I found two problems

    – To “assign” a bill to a vendor, I have to type the exactly the same vendor name as it is in QB. I think that is better to assign a bill to a vendor code, but I can’t
    – I’m trying to import a bill, but I always receive the same error: “There was an error converting the amount ‘25,00’ in the field Amount”. In the excel/text file I tried several format for that: with/without zeroes, a decimal comma, a dot… unsuccessfully

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