Import Transactions into QuickBooks Desktop

You can import transactions into QuickBooks from various file types including Excel, CSV, and IIF. Further, you can import bank transactions with QBO files or by connecting your bank account to QuickBooks Desktop. Depending upon your current scenario, you can choose the solution that fits your needs and proceed to import transactions to your version of QuickBooks. Before you begin, make sure that you choose the correct platform and version of the program for the right steps. After importing transactions, you can take a few other steps to ensure the integrity of your financial information, but more on this later.

In this post, you’ll learn how to import transactions into QuickBooks Desktop.

Import Transactions into QuickBooks Desktop from Excel

When you record an invoice or journal entry in QuickBooks Desktop, the data is stored as a transaction. If you have the transaction details stored in an Excel file, then you can change the file type after you’ve formatted the data according to the structure required by QuickBooks Desktop. You can then import the transaction data into QuickBooks Desktop.

As no direct way to import transactions from Excel exist in QuickBooks Desktop, you’ve to rely on this clever workaround that’s surely going to obviate the need to import a lot of transactions into QuickBooks Desktop:

• Phase 1: export an Excel file containing transaction data from the QuickBooks desktop.
• Phase 2: use the format of the exported file to format the file that you want to import, and then begin the import process.

1. Steps to export transactions

• Launch QuickBooks Desktop and use an admin account to log into your company file.
• From the Customers menu, go to the Customer Center, then the Transactions tab.
• Choose Invoices, then Apply Filters.
• Click on Run Reports.
• Choose to Create a New Worksheet when the export window appears.
• Click on OK, then Export.
• Use Excel to view the format in which QuickBooks Desktop stores transactions, and use this same format for your transactions.

2. Steps to import transactions

• After you’re done formatting the transaction data in Excel, you can choose the File menu in Microsoft Excel.
• Then Choose Save As.
• Remove the extension from the end of the file name, and don’t choose a file type.
• Click on Save.
• Right-click on the Excel file, and add the extension IIF at the end of the file name.
• Choose Yes to confirm the change of file type.
• Back in QuickBooks Desktop, click on the File option from the main menu.
• From the Import option, Choose IIF File.
• Choose Browse and select the file containing your transaction data.
• Choose Open. When you’re ready to import the data, click on OK.

Caution

Creating a backup file is highly recommended before you import transactions in QuickBooks Desktop because reversing the procedure manually can take a long time. An interruption to the process can cause further problems in your company file. To prevent any mishap, follow these steps to back up your company file:

• Switch to Single-user mode from the File menu.
• Click on File, then Choose Back Up Company.
• Choose Create Local Backup, then Local Backup in the window that appears.
• Click on Next.
• Choose Browse and select the directory where you want to save the backup file.
• Click on Save it Now, then Next.
• Choose Finish.

Import Transactions into QuickBooks Accountants or Enterprise

Only QuickBooks Desktop and Enterprise have the batch import transactions option. This feature lets the user quickly import up to 1,000 transactions at once. You can use a CSV or an Excel file to import your data. But you should note that this feature isn’t available in the Pro and Premier versions of QuickBooks.

Steps to batch-enter transactions from Excel into QuickBooks Desktop Enterprise or Accountant

• Follow one of the two options:
  • In QuickBooks Accountant, choose the Accountant menu.
  • In QuickBooks Desktop, choose the Customers menu.
• From the available options, Choose Batch Enter Transactions.
• Select one of the transaction types:
  • Checks
  • Deposits
  • Credit Card Charges & Credits
  • Bills & Bill Credits
  • Invoices & Credit Memos
• You can change the account to which these transactions are recorded by selecting the A/R account option.
• Before you paste data, you can choose to Customize Columns to alter the fields – you can both add or remove fields and even rearrange them to match the format to that of the transaction data saved in your company file.
• Launch the Excel file containing the transaction data.
• Copy all of the data from the Excel file and Paste it into the Import Transactions window.
• Wait for QuickBooks to Validate the data. Add details for all the data points marked red.
• Click on Save Transactions to complete the import process.

Batch enter transactions utility is quite helpful and obviates the need to rely on an add-on. But it can only import 1,000 transactions at once, so you will have to repeat the steps if you want to import more transactions than the limit.

Import Transactions into Quickbooks Desktop for MAC

QuickBooks Mac, with its entirely different user interface, has a completely different set of steps for importing transactions. But in some ways, the process of importing transactions from Excel into QuickBooks Mac is easier. You can use the same steps to import transactions into QuickBooks Mac Plus.

Steps to import transactions into QuickBooks Mac

• Launch QuickBooks for Mac and log into the company file as an admin.
• Choose the File option from the main menu.
• Click on the Import option, then Transactions.
• Choose the Type of Transactions that you’ll import.
• Go to the Gear Icon, then choose Export Table Template.
  Note: this template will help you format your Excel sheet that contains the transaction data.
• Save the sample file and launch it using a spreadsheet program.
• Format your transaction data in the same format as in the sample file.
• In QuickBooks for Mac, click again on File, then Import, then Transactions.
• Choose the type of transaction.
• Then copy all the transactions from the spreadsheet file.
• Paste the transaction data into the import window in QuickBooks Mac.
• Once you’ve verified your data, click on Import.

You can later use reports to verify that you’ve imported the correct file.

Import Type of Transactions into QuickBooks

1. Import Bank Transactions

Instead of Excel, you should use the QBO file format to import bank transactions into QuickBooks Desktop. Both CSV files and Excel files aren’t a good fit for these transaction types. Further, QuickBooks Desktop has an inbuilt feature to import bank transactions when they’re in QBO format.

Steps to import bank transactions into QuickBooks Desktop:

• From the File menu, click on Utilities, then Import.
• Choose Web Connect Files.
• Choose the QBO File that contains the bank transactions.
• Click on Open, then OK.
• Choose the Bank Account associated with the transactions, then click on Continue.
• Click on Ok when the success message appears.

You can further simplify the process of importing transactions by connecting your bank account with QuickBooks Desktop. Then, you’ll have the option to sync the data directly from your bank account so that you don’t have to manually download bank transactions and then import them into QuickBooks Desktop.

2. Import Credit Card Transactions

Like bank transactions, credit card transactions should also be imported using the QBO file format. Most banks enable you to export the data in this format so that you can later import the transactions into your accounting software.

Steps to import credit card transactions into QuickBooks Desktop:

• From the File menu, click on Utilities, then Import.
• Choose Web Connect Files.
• Choose the QBO File that contains the credit card transactions.
• Click on Open, then OK.
• Choose the Bank Account associated with the credit card transactions, then click on Continue.
• Click on OK when the success message appears.

3. Import Stripe Transactions

To import stripe transactions into QuickBooks Desktop, you can use the stripe app from the Intuit Marketplace. Once you’ve added the app to QuickBooks Desktop, your transactions from strips will be automatically synced with QuickBooks Desktop.

Steps to integrate the Stripe app into QuickBooks Desktop:

• Log into your QuickBooks Desktop company file as an admin.
• From the Help menu, click on App Center: Find More Business Solutions.
• Click on the Search field in the Apps for QuickBooks Desktop Marketplace window.
• Input Stripe and hit enter.
• Choose the Strip integration app and configure it to automatically sync data with QuickBooks Desktop.

4. Import Paypal Transactions

You can export PayPal account history in IIF file format. You can narrow down the search of transactions by entering a date range. When you export the account history, the transactions within the specified date range are exported to the selected file type – IIF file in this case. QuickBooks Desktop has an inbuilt utility to import IIF Files.

Steps to import PayPal transactions into QuickBooks Desktop:

• Log into your PayPal account.
• Choose History from the My Account menu.
• Click on Download History.
• Input the Date Range for the transactions that you want to import into QuickBooks Desktop.
• Click on File Types for Download.
• Choose QuickBooks (.iif).
• Click on the Download History button.
• Choose a location to store the file and click on Save.
• Log into your QuickBooks company file as an admin.
• Go to the File menu, then click on Utilities.
• Choose Import, then Import IIF.
• Browse and select the IIF file that you downloaded from your Paypal account.
• Click on Open.
• Choose Ok when the confirmation message appears.

5. Import Bank of America Transactions

Bank of America, like many other banks, enables you to export your transactions in Web Connect format. Once you’ve exported your transaction data, you can import them into QuickBooks Desktop easily.

Steps to import Bank of America bank transactions into QuickBooks Desktop:

• Log into your Bank of America account.
• Choose the Account whose data you want to import into QuickBooks Desktop.
• Click on Download, then input the Transaction Period or enter a Custom Date Range.
• In the File Type option, choose WEB Connect for Quicken 2017 and above.
• Click on Download Transactions.
• Log into your QuickBooks Desktop company file as an admin.
• From the File menu, click on Utilities, then Import.
• Choose Web Connect Files.
• Choose the QBO (web connect) File that you exported from your Bank of America account.
• Click on Open, then Ok.
• Choose the Bank Account associated with the transactions – in this case, the Bank of America account. Then click on Continue.
• Click on Ok when the success message appears.

6. Import Square Transactions

Square doesn’t enable you to export your transaction data in IIF file format or in QBO format. So you’ve to work with an Excel or CSV file in this case.

Steps to import square transactions into QuickBooks Desktop:

• Sign into your Square account.
• Choose Sales from the left menu bar.
• Go to the Transactions tab and choose the transactions that you want to export.
• Click on Export.
• Choose Transactions CSV.
• Log into your QuickBooks company file using an admin account.
• From the File menu, click on Import, then Transactions.
• Choose Sales Receipts.
• Choose Import from the Square icon in the Sales Receipts window.
• Choose the Bank Account that stores Square transactions in QuickBooks Desktop.
• Input the tax rate for square transactions.
• Click on Ok, then on Import.

FAQ