Transaction Line Batcher

• Load one transaction type, or one whole side of the books, for a date range. Fiscal-year presets are added when your fiscal year doesn't start in January. The types are:
  • All Customer Transactions or All Vendor Transactions
  • Invoice, Sales Receipt, Credit Memo or Estimate
  • Expense, Check, Bill, Credit Card Expense, Vendor Credit, Credit Card Credit or Purchase Order
  • Deposit, or Journal Entry (fields without amounts only)
• Target exact lines with filters:
  • Fields: Payee, Location, Transaction Memo, Custom field, Class, Product/Service, Account, Customer:Project, Line Description, Rate, Line amount, Reconciled, Line Reconciled and Is Taxable.
  • Text conditions: contains, doesn't contain, is exactly, is not, starts with, is blank.
  • Number conditions: =, >, <, between, is zero.
  • Match lines that meet ALL your criteria, or ANY of them.
• On invoices, sales receipts, credit memos and estimates, replace the Product/Service on every matched line. The line keeps its rate and description unless you switch on the new item's default rate or default description.
• Replace the account on matched lines of vendor forms, deposits and journal entries.
• Set or clear Customer:Project on matched lines of bills, checks, expenses and other vendor forms, for job costing.
• Rewrite line descriptions: append, prepend, replace the whole text, or find and replace.
• Set a new quantity, a new rate, or both on matched item lines.
• Zero out a line or remove it:
  • Zeroing sets quantity and rate to 0 on an item line, or the amount to $0 on a category line, and adds your note to the description.
  • Removing deletes the line entirely.
• Append a new line, such as a late fee, discount or adjustment. Its amount can be fixed, a percentage of the transaction subtotal, or a percentage of the matched lines.
• Control what's shown:
  • Show only item lines or only category lines, or only the transactions that have them.
  • Hide sales tax, discount, shipping and deposit rows.
  • Choose and reorder columns. Your choices are remembered for each company.
• Before you apply, export the Preview to CSV as a backup of every line before and after the change.
• Retry only the transactions that failed.

• It changes individual lines inside many transactions in one run. In QuickBooks you edit lines one form at a time.
• You can combine several changes in one run. They're applied in a fixed order (edit the matched lines, then zero out or remove, then add new lines), with one save per transaction.
• Filters apply right away to the data you've already loaded, with no reload. Matched lines are highlighted.
• Percentage-based new lines, such as late fees, surcharges and discounts, are calculated separately for each transaction.
• After saving, each transaction is read back from QuickBooks to confirm the change.

• Price list change: replace a retired service with its replacement on the invoices you select, and pick up the new item's default rate.
• Late fees: add a "Late fee" line at 1.5% of the subtotal to the invoices you select.
• Reclassification: on every check and expense from one vendor coded to Office Supplies, change the account to Software and tag the job.
• Description cleanup: find and replace a misspelled word in line descriptions across a year of invoices.

• QuickBooks has no undo for these changes, so export the Preview CSV to keep a record before you apply.
• Removing, zeroing, repricing or adding lines changes totals. QuickBooks recalculates them, and payments or deposits already applied to those transactions may no longer match. A change that would leave an invoice total below its own deposit is refused.
• Which changes are offered depends on the form:
  • Replace Product/Service is offered on customer forms.
  • Replace Account is offered on vendor forms, deposits and journal entries. On customer forms the Product/Service sets the account.
  • Set Customer:Project is offered on vendor forms.
  • Sales tax, discount, shipping and deposit rows can't be edited.
• On foreign-currency transactions, changes that involve amounts aren't applied, but description, Product/Service and account changes still work. If a date range matches more lines than QuickBooks returns at once, Preview and Apply stay off until you narrow the range. Transaction Line Batcher is part of SuperTools (Beta).

SuperTools sidebar → Transaction Line Batcher

Install the SuperTools extension, then open the SuperTools S menu in QuickBooks Online, choose Home, and enable the tool there.