Convert transactions to a format importable by QuickBooks

QuickBooks accounting software is offered as QuickBooks Desktop (QBD) or QuickBooks Online. Both variants import the QBO format as a common format, and each of them imports their set of formats. See below options and Desktop and Online versions.

Import into QuickBooks 2017–2019 and Quickbooks Online through the QBO format or the IIF format (all QuickBooks Desktop versions are supported). QBO and IIF format are different: QBO (Web Connect) is to import bank transactions, and IIF is more ‘low level’ import allowing to create various transactions between QuickBooks accounts. Both formats have limitations — read below to choose the most suitable format for you.

Which formats does Quickbooks import?

  • QuickBooks 2017–2019 for desktop, Windows or Mac, imports QBO (Web Connect), IIF and QBJ formats
  • Quickbooks desktop all versions import the IIF format
  • Quickbooks Online imports QBO, CSV, OFX, QFX formats
  • Quickbooks 2013 or older imports QBJ (General Journal Entry files), created by your accountant or through CSV2QBJ

Import into QuickBooks through the QBO format

The QBO format is a QuickBooks Web Connect format used to import transactions into QuickBooks. “.QBO” does not mean “QuickBooks online”.

  • Use CSV2QBO to convert CSV, Excel (XLS, XLSX), TXT to QBO
  • Use PDF2QBO to convert PDF to QBO
  • Use Bank2QBO to convert OFX, QFX, QBO, QIF, QBX, OFX, PDF to QBO
  • Use OFX2QBO to convert OFX to QBO
  • Use QIF2QBO to convert QIF to QBO

QuickBooks Desktop (PC or Mac) imports QBO files through File-Utilities-Import-Web Connect format.

QuickBooks Online imports QBO files as well and the QBO format is the best format it imports. QuickBooks online also imports OFX and QFX files (also good choice to import). OFX and QFX formats are not importable by QuickBooks desktop. Quickbooks Online (including Quickbooks Self-Employed) imports CSV files.

QuickBooks desktop imports QBO (Web Connect) files into the Bank Feeds Center. Once the transactions are imported, you review them and match to vendor records and assign expense/income account. After that, the transactions are added to the register.

QuickBooks Desktop has to be not older than three years to import .QBO files. For this moment, you need to have QuickBooks 2017–2019 to import QBO files.

The videos below show how to convert a transactions file to QBO format, using Bank2QBO converter.

For Windows:

For macOS:

Import into QuickBooks through the IIF format

IIF format is the format to use for all QuickBooks versions. It allows to supply more details about transactions like expense/income account or class. Unlike the QBO format, that requires “matching” under the Bank Feeds after QBO import, the IIF format requires vendor names, account names to be exact to what you have in Quickbooks otherwise Quickbooks will create new vendor and account records during IIF import.

Quickbooks Online does not import IIF files.

  • Use CSV2IIF to convert CSV, Excel (XLS, XLSX), TXT to QFX and import into Quickbooks
  • Use Bank2IIF to convert OFX, QFX, QBO, QIF, PDF to IIF

What are the main differences between QBO and IIF import into QuickBooks?

  • QBO import requires Internet connection with QuickBooks allowed to access the Internet, IIF import is completely offline
  • QBO import allows to apply renaming rules to assign payee or vendor even if it is different on supplied QBO file from the record in QuickBooks, and assign the expense account during import. IIF must have expense accounts supplied as you have them in QuickBooks. CSV2IIF allows to do that through the category column or provide default expense account.
  • Imported QBO transactions go first into the Online Banking Center, where you can review, delete, match and finally include into the register. QuickBooks provides two Online Banking Center modes, completely be their user interface and actually how transactions are imported. IIF import is done directly into QuickBooks transaction register.
  • QBO import requires QuickBooks to be no older than three years. IIF keeps importing without asking you to upgrade.
  • QuickBooks Online imports QBO files only, QuickBooks Online does not import IIF files.

The video below shows how to convert a CSV file from your bank or credit card statement to IIF format and import into Quickbooks, using CSV2IIF converter.

What is the QBJ format?

The QBJ format is the latest format supported by Quickbooks to create General Journal Entries. Quickbooks accountant edition allows your accountant to create general journal entries for you, export them as IIF files, send to you and you import them into your Quickbooks.

How is the QBJ format different from QBO and IIF formats?

The QBJ format is for General Journal Entries. QBO and IIF files are for transactions.

  • QBJ files can have one or more general journal entries.
  • Each entry is for a specific date
  • Entry lines belonging to the same entry have the same date
  • Each entry line is either debit or credit
  • Each entry balances within itself (total debit amount equals total credit amount for all lines)

CSV2QBJ allows you to create general journal entries in Excel and then convert to QBJ and import into Quickbooks. Working in Excel with general journal entries is faster than directly in Quickbooks. In addition, importing QBJ files creates audit record in your Quickbooks, so you can review easily created entries.

The videos below show how to convert CSV/Excel General Journal Entries to QBJ and import into Quickbooks, using CSV2QBJ converter.

For Windows:

For macOS:

Import into QuickBooks Desktop

QuickBooks Desktop imports QBO, IIF, QBJ files. If your QuickBooks version is older than three years, use the IIF format. If you have QuickBooks 2013 or later, you may also use QBJ format. QuickBooks Online imports QBO, QFX, OFX, CSV (limited) files.

Import as the QBO (Web Connect) format

Your QuickBooks version must not be older than three years to import QBO files. QBO (Web Connect) files are imported under Bank Feeds in QuickBooks where they are matched to vendor records and assigned expense/income accounts. QBO files do not carry expense/income accounts (categories) as the categorization is done after import in QuickBooks.

  • Convert CSV/Excel/TXT files to the QBO (Web Connect) format: CSV2QBO
  • Convert PDF files (text-based) to the QBO (Web Connect) format: PDF2QBO
  • Convert PDF files (text-based) to CSV/Excel: PDF2CSV and use with CSV2QBO to create QBO files from CSV/Excel file you can edit
  • Convert QIF files to the QBO format: QIF2QBO
  • Convert OFX files to the QBO format: OFX2QBO
  • Convert QFX/QIF/OFX files to the QBO format or correct an incorrect QBO file: Bank2QBO

Import as the IIF format

The IIF format is considered “low level” or “system” format and QuickBooks imports it right into its database, so you have to be precise with the data you provide. Typos and mismatches will result in new vendor records and accounts created. Always do a backup (as with any other import) for QuickBooks company file before any IIF import. Putting aside the scary part, this is great format widely used and you can import data quickly. If you just figuring out QuickBooks, start with the QBO format (see above).

CSV files must have exact vendor names and category (expense/income) account names matching account names in QuickBooks. All QuickBooks versions are supported as long as they import IIF files (except QuickBooks Online). For QuickBooks Enterprise the user must have exclusive access to import IIF files.

  • Convert CSV/Excel/TXT files to the IIF format: CSV2IIF
  • Convert PDF files (text-based) to CSV/Excel: PDF2CSV and use editable CSV file with CSV2IIF to create an IIF file
  • Convert QFX/QBO/QIF/OFX files to the IIF format: Bank2IIF

Import into QuickBooks as the QBJ (General Journal Entry)

QBJ is a general journal entry format. This converter is different from other converters. You have to use the special Excel template and provide all account details.

  • Convert CSV/Excel files to the QBJ (General Journal Entry) format: CSV2QBJ

Import into QuickBooks Online (QBO)

QuickBooks Online imports QBO, QFX, OFX, CSV files. Categorization is done after import in QuickBooks Online. CSV files have limited support and have to follow the expected layout. Use converters below to create importable CSV/QBO files from your Excel/PDF files.

  • Convert CSV/Excel/TXT files to the QBO (Web Connect) format: CSV2QBO (QBO is good for both QuickBooks Desktop and QuickBooks Online)
  • Convert PDF files (text-based) to the QBO (Web Connect) format: PDF2QBO
  • Convert PDF files (text-based) to CSV/Excel: PDF2CSV
  • Convert QIF files to the QBO format: QIF2QBO
  • Convert QIF files to the CSV format: QIF2CSV
  • Convert CSV/Excel/TXT files to an importable CSV format: CSV2CSV with the CSV target set as QB Online

Import a CSV or Excel file into QuickBooks 2017–2019

If you have an Excel or CSV file with transactions from your bank (checking, savings or credit line) account or credit card statement and need to import into QuickBooks 2017–2019, the best would be to convert to a QBO (Web Connect) file.

Use CSV2QBO as your one-stop solution for all your Excel, CSV or TXT files to convert to The QBO format ready to import into QuickBooks 2017–2019.

QBO format provides advantages for a bookkeeper or an accountant in QuickBooks:

  • Imported QBO files are stored separately under Bank Feeds and QuickBooks provides an interface to review imported transactions, match to vendor records, assign Expense/Income accounts and add to the register.
  • Unwanted, duplicate or incorrectly converted transactions can be easily ignored under the Bank Feeds as well
  • When matched to a vendor record, QuickBooks remembers your choice for the next QBO import
  • Expense/Income account is assigned to a Vendor/Customer record is used to prefill account for the matched transaction

CSV2QBO provides a feature to paste table data copied from Excel or other spreadsheet software directly into the application without the need to save the CSV/Excel file.

A short video (7 min) how to convert a CSV file to QBO format and import into QuickBooks:

Import a PDF file with transactions to QuickBooks

To import a PDF file to QuickBooks, use PDF2QBO — PDF to QBO Converter — or Bank2QBO that converts PDF and other formats like QIF, QFX, OFX, QBO. PDF2QBO reads your PDF bank or credit card statement, finds transactions there, shows them for your review and creates a QBO (web connect) file ready to import into QuickBooks Desktop or QuickBooks Online.

QuickBooks desktop has to be not older than three years old to import QBO (Web Connect) files. For the current year, QuickBooks 2017–2019 import QBO files. Older QuickBooks import IIF files only. You can use Bank2IIF to convert PDF files to IIF and import as IIF.

PDF files have to be text-based (you can select text when you open a PDF file in a PDF viewer or browser. PDF2QBO reads PDF files, find transactions there and converts them to a QBO file.

PDF2QBO cleans the description to be used for payee and keep the full description as bank memo.

QBO files are Web Connect files and they are imported in QuickBooks under the Bank Feeds Center. Under the Bank Feeds center, once imported, transactions are matched to vendor records and assigned expense/income accounts and then added to the register.

Convert and import PayPal files into QuickBooks

Export PayPal CSV files

Do not use QIF files to import from PayPal — use CSV files.

Mapping for Net, Gross, Fee

QBO files do not support splits, but CSV2QBO can create separate transactions for splits.

CSV2QBO understands your PayPal CSV export and maps splits automatically.

Transactions with splits

Use CSV2IIF to convert CSV PayPal files to IIF file with splits. CSV2IIF maps PayPal splits automatically.

Originally published at https://www.propersoft.net.

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www.propersoft.net — need to import transactions, but the file format is not supported? Try ProperSoft converters.

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Sergiy Tytarenko

Sergiy Tytarenko

www.propersoft.net — need to import transactions, but the file format is not supported? Try ProperSoft converters.

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