How to use ProperSoft PDF2QBO converter and convert PDF files to QBO (Web Connect) format

How to use ProperSoft PDF2QBO converter and convert PDF files to QBO (Web Connect) format

This video shows how to use a PDF2QBO converter.

If you don't have it downloaded yet, you can download from https://www.propersoft.net/. Go to Products, then go to PDF2QBO and then click 'Download' and select, whether you want - Windows or Mac Download. Once downloaded and installed, start the PDF2QBO converter.

How to use PDF2QBO converter Step 1: download

It will show you the welcome screen with some important details, that you should be aware of.

How to use PDF2QBO converter Step 2: welcome screen

The next step - the converter asks you to select a PDF file to convert. We will use a sample PDF file.

How to use PDF2QBO converter Step 3: sample pdf file

And this is how a PDF file looks like.

How to use PDF2QBO converter Step 4: chase

It has some Deposits.

How to use PDF2QBO converter Step 5: chase deposits

It has some Checks, it has some other Withdrawals.

How to use PDF2QBO converter Step 6: chase Withdrawals

So, when you load a PDF file, first - examine how transactions are parsed: the Dates are correct, the Amounts are correct, the Descriptions expected.

How to use PDF2QBO converter Step 7: main window

Check numbers present on this Tab.

How to use PDF2QBO converter Step 8: Check numbers

If you want to parse specific pages, you can set 'Pages' from and to, if you have a large PDF file, you want to convert it in parts, let's say, specific months or specific year, then you can specify pages from and to. You can specify the 'PDF Password'. You can specify in which format dates are coming - 'Input Dates' - usually, it is not required, but in some cases, it is required. If you have a scanned or image-based PDF file or protected, you can use this 'OCR' option and you have to select 'Resolution'.

How to use PDF2QBO converter Step 9: pages

Some statements are parsed better with lower resolution, some statements are parsed better with high resolution. You will see, that if you have several statements to convert, once you have it figure out for the first statement, another statement should follow a similar pattern. So, if you change anything at this Tab, then you have to click at the 'Apply' button to restart the Parser.

How to use PDF2QBO converter Step 10: resolution

When you review transactions, make sure the dates are correct, year is correct, expenses and negative, and payments to the account are positive. If you have a statement, like coming from December to January, and the Parser should be able to figure out year change, and adjust year for those days, December dates and January dates, to have a different year. If it does not, you can quickly adjust it: select the first transaction for the previous year, then the last transaction for the previous year and then right-click and do 'Year -' to adjust the year quickly.

How to use PDF2QBO converter Step 11: year

You can edit anything you want on the parse transactions. You can edit it here.

How to use PDF2QBO converter Step 12: deposit1

Or use the 'Renamings' to rename names from one name to another. So, you can rename, let's say, 'Home Depot 1', 2', 3' to 'Home Depot', and things, like that.

How to use PDF2QBO converter Step 13: Renamings

If you don't want to type here, you can right-click and say 'Add payee(s) to payee mapping'.

How to use PDF2QBO converter Step 14: Add payee(s) to payee mapping

If you see, that all transactions have the own year, you can adjust the year here - 'Set year'. If you see, that all transactions are Deposits instead of Withdrawal, so you can adjust it here - 'Change +/-'.

How to use PDF2QBO converter Step 15: Set year

If you want to adjust the specific group of transactions to be Withdrawal instead of Deposit, then you can select them, and right-click, and do ''Change +/-'.

How to use PDF2QBO converter Step 16: Change +/-

You can deselect any transaction, you don't want to be included in a PDF file.

How to use PDF2QBO converter Step 17: deselect

If the PDF file has a post date, you can use it - 'Use Post date', if you like. This is about the transaction content.

How to use PDF2QBO converter Step 18: Use Post date

The next step is about the QBO file, so the PDF2QBO converter provides the option to convert to QBO, and to CSV. Why would you want to convert to CSV? Let's say, if you want to work with transactions outside the converter. The main format is a QBO file, so we will focus on that in this tutorial.

How to use PDF2QBO converter Step 19: Target

Each QBO file requires the Account ID, which is number digits only. So, when you convert statements for one account - use the same Account ID, once you're ready to go to another account, make sure to change the Account ID. Another setting is Account Type. Make sure to set the Account Type to match what you have in QuickBooks.

How to use PDF2QBO converter Step 20: Account Type

The Currency must be US dollars for QuickBooks US Edition. You can set Bank ID, Branch ID for QuickBooks, but it's not required. You have to set INTU.BID, as a bank label for the allowed bank. If you click the 'Lookup' button, you will see a list of banks.

How to use PDF2QBO converter Step 21: Lookup

So, some banks are not allowed, you can see some numbers, some banks are allowed for all account types. So, make sure, if you convert for the Credit card, make sure, that a Credit card is allowed for the bank you select.

How to use PDF2QBO converter Step 22: Credit card

You can search by number, you can search 'Wells Fargo'.

How to use PDF2QBO converter Step 23: Wells Fargo

You can search by name.

How to use PDF2QBO converter Step 24: search by name

You can search by another name. As you see, so there are several 'Capital one', you can select '54696' for a Credit card, you can select '15496' for Checking account. This is no more than a bank account label, you can have a completely different bank name, bank label inside QuickBooks. It does not matter, you will choose the account you want to import your data during the first QBO import in QuickBooks.

How to use PDF2QBO converter Step 25: capital one

There are some other settings, like 'Balance', you can - if you like, you can set it. 'Deterministic references', 'Allow non-numeric checks', 'Allow empty name' - these are for advanced cases, and if you just want to convert your transactions, you don't have to pay attention to any of this.

How to use PDF2QBO converter Step 26: balance

And the last thing is 'Open after save', so what it means? That the Parser will ask the QuickBooks or the application on your computer, that is said to be an application for the QBO files to open created QBO file. Some users prefer this streamlined workflow when you open a PDF file, you click 'Convert', click a QBO file is created, and passed right away to QuickBooks, so, the QuickBooks start importing it right away. In our case, we will not do that, and you will see for yourself, which process, or which option is better for you, when you see QuickBooks starting right away, or you want to save it. Let's say, if you have QuickBooks Online, then the converter cannot start QuickBooks Online for you, so it will just save the file, and then you go to QuickBooks Online, and then, you click 'Upload statement' and select created QBO file. The most important part - you have to click the 'Convert' button to create a QBO file.

How to use PDF2QBO converter Step 27: convert

You have to confirm the file name, you have to confirm the file location, and then you have to click 'Save' to have your QBO file created.

How to use PDF2QBO converter Step 28: save

And now you're ready to switch to QuickBooks to import your QBO file. We will have different tutorials, that focus just on QBO file import. Because there are some important details, like different scenarios, how would you import a QBO file to an existing account or the new account, and this is better suitable for a separate tutorial. Please, look for a separate tutorial at the description of this video.

How to use PDF2QBO converter Step 29: main window end

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