Free Invoice to
QuickBooks Online Converter
How to convert an invoice for QuickBooks Online
Turn a PDF or scanned supplier invoice into a QuickBooks Online bill-import CSV in three steps.
Upload your invoice
Drag a PDF, PNG, or JPG supplier invoice into the converter above. One file at a time, up to 5 MB.
Let the AI read it
BillBjorn extracts the supplier, bill number, dates, currency, and every line item into QuickBooks Online's bill fields.
Import into QuickBooks
Download the CSV and import it under Settings, Import data, Bills - or, on US editions, through a third-party importer. Map the account and tax code, then save.
Convert a PDF invoice to a QuickBooks Online bill without manual data entry
QuickBooks Online can import a batch of supplier bills from a CSV, but it does not read the PDF for you. The slow part is still building that CSV by hand - opening each invoice and typing the supplier, dates, and every line into columns, then checking it back against the document.
This converter does that step for you. Drop a supplier invoice in and the AI reads it the way a bookkeeper would, returning the supplier, bill number, bill and due dates, currency, and a full line-item breakdown - already arranged in QuickBooks Online's bill fields and ready to download. There are no templates to build; it adapts to each supplier's invoice. It handles born-digital PDFs and, through OCR, scanned documents and photos of paper invoices.
What is the QuickBooks Online bill-import format?
QuickBooks Online imports bills from a CSV with one row per line item and the bill-level fields repeated on each row. The details that matter:
- Column mapping, not fixed headers. Unlike some systems, QuickBooks shows a mapping step where you match your columns to its fields, so the exact header text is not load-bearing. This converter uses QuickBooks' own field names (
BillNo,Supplier,BillDate,DueDate,LineDescription,LineAmount,Account,LineTaxCode,Currency) for clarity. - One row per line item. Each line on the invoice is its own row;
BillNoandSupplierrepeat so QuickBooks groups the rows into one bill. - Account and tax are yours to set.
Accountis an expense account from your chart of accounts andLineTaxCodeis a QuickBooks tax code - both are left blank here and mapped during import. - Dates and numbers. Dates are written as
YYYY-MM-DDand amounts as plain numbers; you confirm the date format on the import screen.
What's in the QuickBooks CSV
One row per line item, bill-level fields repeated on each row.
| Column | Meaning | Example |
|---|---|---|
| BillNo | The supplier's invoice / bill number | INV-004821 |
| Supplier | Supplier name; QuickBooks matches or creates the supplier | Northwind Traders Ltd |
| BillDate | Date of issue | 2026-02-14 |
| DueDate | Payment due date, if shown | 2026-03-16 |
| LineDescription | The line-item text from the invoice | Blue A4 paper, 80gsm, 5 reams |
| LineAmount | Amount for that line | 24.50 |
| Account | Expense account - left blank, mapped in QuickBooks | (blank) |
| LineTaxCode | Tax code - left blank, mapped in QuickBooks | (blank) |
| Currency | ISO 4217 currency code | GBP |
Fields that do not appear on the document are left blank rather than guessed.
US QuickBooks Online: use a third-party importer
Native CSV bill import is not available on the standard US editions (Simple Start, Essentials, Plus). It exists on:
- Non-US editions (UK, Australia, Canada, and others), and
- QuickBooks Online Advanced in the US.
On the standard US plans, use a third-party importer such as SaasAnt Transactions or Transaction Pro. They read the same CSV and ask you to map the columns to QuickBooks' bill fields exactly as the native importer does - so the file this converter produces is the right shape either way.
How the QuickBooks bill import fits an accounting workflow
- Batch bill entry. Collect supplier invoices as they arrive and import them together instead of keying each bill into QuickBooks.
- Mapping and review. The import step lets you set the expense account and tax code per line, then preview the bills before they are created.
- Accounts payable. Once imported, the due dates feed the A/P aging report and the Pay bills screen for scheduling.
- Sales tax / VAT. The
LineTaxCodeyou map drives QuickBooks' tax reporting; the converter leaves it open so you apply your own codes. - Document trail. Attach the original invoice PDF to the bill in QuickBooks after import so the record and the source stay together.
Importing the file into QuickBooks Online
Native import (non-US editions and QBO Advanced):
- Select the Settings ⚙ menu, then Import data.
- Choose Bills.
- Upload the CSV from this converter and map the columns to QuickBooks' fields.
- Set the expense account and tax code, confirm the date format, and review the preview.
- Complete the import.
US standard editions: import the same CSV through a third-party importer (SaasAnt, Transaction Pro), which walks you through the same mapping.
You will set these in QuickBooks, not in the file:
| Field | Where you set it |
|---|---|
| Account | On the import mapping screen, per line |
| LineTaxCode | On the import mapping screen, per line |
| Supplier details beyond the name | On the supplier record QuickBooks matches or creates |
QuickBooks CSV, generic CSV, or a direct integration?
| QuickBooks bill-import CSV | Generic CSV | Direct integration | |
|---|---|---|---|
| Best for | Loading bills into QuickBooks | Spreadsheets, other systems | Ongoing, high-volume processing |
| Matches QuickBooks' bill fields | Yes | No | n/a |
| Manual import step every time | Yes | Yes | No |
| Sets account and tax automatically | No (mapped on import) | No | Yes, from your rules |
For a plain export to open in a spreadsheet, use the invoice to CSV or invoice to Excel converter instead.
Works with scanned invoices and photos
You do not need a born-digital PDF. The converter accepts:
- PDF invoices, including multi-page PDFs
- Scans saved as PNG or JPG
- Photos of a paper invoice or receipt taken on a phone
Files up to 5 MB are supported, one at a time.
From a CSV import to a direct QuickBooks integration
Importing a CSV is fine for the occasional batch. If you process supplier invoices for QuickBooks every week, the export-and-import round trip becomes the bottleneck - and on US editions you also depend on a third-party importer.
BillBjorn removes both. It captures invoices straight from your inbox or a watched folder, extracts the same data, and creates the bill in QuickBooks Online directly - on any edition, with the original file attached and your coding rules applied. See the pricing page for plans.
When one at a time isn't enough
Put QuickBooks bill entry on autopilot
BillBjorn scans, extracts, and syncs bills and receipts into QuickBooks Online automatically. Set your account and tax rules once and let invoices flow in from email, mobile, or a watched folder.
Try BillBjorn with QuickBooks free for 30 days
No credit card required. Connect your QuickBooks Online company and process your first bills in minutes.
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Frequently asked questions
Common questions about converting invoices for QuickBooks Online. For anything else, see our knowledge base.
Is the invoice to QuickBooks Online converter free?
Yes. You can convert a supplier invoice into a QuickBooks Online bill-import CSV for free with no account and no credit card. It is limited to one invoice at a time.
How do I convert a PDF invoice into a QuickBooks Online bill?
Upload the PDF into the converter on this page. The AI extracts the supplier, dates, line items, and totals into QuickBooks Online's bill fields and gives you a CSV. Import it under Settings, Import data, Bills, or through a third-party importer on US editions.
What columns are in the QuickBooks CSV file?
BillNo, Supplier, BillDate, DueDate, LineDescription, LineAmount, Account, LineTaxCode, and Currency, with one row per line item. QuickBooks lets you map these headers to its fields during import, so the exact names are not critical.
Can I import bills by CSV in US QuickBooks Online?
Not natively on Simple Start, Essentials, or Plus in the US. Non-US editions and QuickBooks Online Advanced have a built-in Bills import. US users on the standard plans use a third-party importer such as SaasAnt or Transaction Pro, which expects the same fields mapped manually.
Why are the Account and tax code columns blank?
The expense account and sales tax code depend on your QuickBooks chart of accounts and tax setup, which an anonymous tool cannot know. You map both during import, which is safer than guessing.
Can I convert a scanned invoice or a photo for QuickBooks?
Yes. The converter accepts PDF, PNG, and JPG, and uses OCR, so photographed and scanned invoices work as well as digital PDFs.
Does this import the bill into QuickBooks automatically?
No. It produces a CSV that you import through QuickBooks or a third-party importer, which creates bills you review. For automatic, ongoing sync, connect BillBjorn to QuickBooks Online instead.
Is my invoice data kept private?
The tool is anonymous - there is no account and nothing is saved to a profile. Uploaded files are automatically deleted after 24 hours.
Can I convert multiple invoices at once?
Not with the free tool - it handles one invoice at a time. BillBjorn processes invoices in bulk from email or a watched folder and creates the bills in QuickBooks Online directly.