Post a folder of PDF vendor invoices to QuickBooks Online from Excel
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This demo shows how to clear a folder of vendor-invoice PDFs into QuickBooks Online without leaving Excel. You point HISAB 360 at the folder, and the in-Excel AI agent reads each PDF, identifies the vendor, and matches every line to the correct item or account in your QuickBooks file. Instead of posting straight away, it stages each invoice as a draft Bill on a clean Excel sheet so you can review the mapping, dates and amounts first.
Nothing is written to QuickBooks until you approve it. The video walks through the full loop — folder in, review in Excel, post on approval — and the same flow works for Xero, Zoho Books and Odoo.
Point HISAB at the invoice folder
Open the HISAB chat pane inside Excel and tell the agent which folder holds the vendor PDFs — for example, "Read the invoices in this folder and prepare them as QuickBooks bills." HISAB opens each PDF locally and extracts the vendor name, invoice number, date, line descriptions, quantities, tax and totals. The PDFs never leave your machine; only the structured fields it needs are used to build the staging sheet.
Match each invoice to the right vendor and item
HISAB pulls your QuickBooks Online vendor list and chart of accounts (or item list) and matches each invoice to the correct vendor, and each line to the correct item or expense account. Where a name is ambiguous or a vendor is new, it flags the row rather than guessing, so you can confirm the match instead of discovering a mis-post later.
Review the staged Bills on a clean Excel sheet
The agent writes the proposed Bills to a fresh, readable Excel sheet — one row per line, grouped by invoice — showing vendor, bill date, due date, account/item, amount, tax code and the source PDF filename. This is your control point: scan the mappings, fix any flagged rows, adjust a date or tax code, and remove anything that should not post. Nothing has touched QuickBooks yet.
Approve, then post to QuickBooks Online
When the sheet looks right, approve the batch. HISAB creates the Bills in QuickBooks Online via the approval-gated write-back and reports back the new bill IDs against each row, so you have a clear link between the QuickBooks record and the original PDF. Write-back only runs after you approve — the agent cannot post silently.
Check the audit log and reuse the flow
Every write is journalled to the workbook's audit log — what was posted, when, and to which QuickBooks records — which is useful for month-end review and for answering an auditor. Save the staging sheet as your evidence, and reuse the same prompt next month. The identical flow targets Xero, Zoho Books or Odoo if you switch the connected ERP.
Why this matters for finance teams
Posting vendor invoices is high-volume, repetitive and easy to get wrong, which is exactly why most accountants want a review step before anything hits the ledger. HISAB 360 keeps that review where finance teams already work — in Excel — so you can see every proposed Bill as plain rows, fix mappings in seconds, and only then commit. The staging sheet doubles as your supporting workpaper.
It is also built for how regulated teams operate. Your workbook stays local: only sheet names, headers, ranges and sample rows are shared with the AI to do the matching. Write-back to QuickBooks is approval-gated, every change is recorded in an audit log, and you bring your own Anthropic or OpenAI key with no markup. ERP write-back is included on the Professional plan ($30/month), and there's a 14-day free trial with no card required.
Frequently asked questions
Can I import a folder of PDF invoices into QuickBooks straight from Excel?
Yes. HISAB 360 runs inside Excel as a chat agent, reads each PDF in a folder you specify, and matches it to your QuickBooks Online vendors and items. It stages the results as draft Bills on an Excel sheet for review, then posts them to QuickBooks once you approve. No copy-paste or manual re-keying is needed.
Does it post the bills automatically, or do I get to review them first?
You review first. HISAB writes the proposed Bills to a clean Excel sheet so you can check vendors, accounts, dates, tax codes and amounts, and fix or remove any row. Write-back to QuickBooks is approval-gated, so nothing posts until you confirm the batch. Every posting is also recorded in the workbook's audit log.
What happens if a vendor or line item doesn't match QuickBooks?
Rather than guess, HISAB flags ambiguous or unmatched rows on the staging sheet so you can confirm the correct vendor, item or expense account. You resolve the flag in Excel before approving, which keeps new vendors and unusual line items from being mis-posted. The match logic uses your live QuickBooks vendor list and chart of accounts.
Does this work with Xero, Zoho Books or Odoo as well as QuickBooks Online?
Yes. The same folder-to-Bills flow targets Xero, Zoho Books and Odoo — you just point HISAB at the connected ERP. ERP write-back, including QuickBooks, is part of the Professional plan at $30/month, and you can try it on the 14-day free trial with no card.
Try it on your own workbook
The 14-day trial is the full product — no card, no feature gates. The fastest way to evaluate HISAB 360 is on a real file from your own month-end.