Convert a PDF to QBO and import into Quickbooks (PDF2QBO)

This tutorial shows how to convert a PDF file from your bank or credit card statement to QBO (Web Connect) and import into Quickbooks. We will use the PDF2QBO utility.

Please see a new version of this tutorial.

Use the ProperConvert app to extract transactions from PDF files and convert to QBO format. Other transaction formats are supported as well.

Step by step instructions for Windows

Follow the steps below for the Windows version, followed by the Mac version.

Make sure you are using the latest version of PDF2QBO. Download it from the PDF2QBO download page. Start PDF2QBO and select a PDF file.

PDF2QBO Windows Step 1: select a PDF file

Review transactions before converting. Check that dates are correct, have the correct year (Date), amount, withdrawals, and deposits are shown in corresponding columns, check number (Doc/Check#) is assigned.

PDF2QBO Windows Step 2: review transactions before converting

Set INTU.BID number to match your bank or use a default value. The INTU.BID value defines the bank label shown during a QBO import in Quickbooks. You can try to locate your bank, make sure a bank you choose supports the account type you are converting for. Keep the default value if your bank is not listed (3000-Wells Fargo or any allowed bank).

PDF2QBO Windows Step 3: INTU.BID

Set the Account ID (number) and the Account Type. Account ID must be all digits for Quickbooks. For multiple accounts, use a different Account ID for each account.

PDF2QBO Windows Step 4: Account ID, Account Type

Currency should be USD even for non-USD accounts for Quickbooks US edition. For the Canadian edition, you can use USD and CAD. And for the UK edition, GBP currency must be set.

If you have another currency, you have to use another converter, for example, Bank2IIF converter, that converts PDF files and you can create IIF files and import it in any currency account. IMPORTANT: Bank2IIF is now replaced with the ProperConvert app, which converts from more formats and converts to more formats.

PDF2QBO Windows Step 5: currency

You can ignore settings, like End balance, Bank ID, Branch ID, Encoding for Quickbooks, but you can set them if your accounting software requires.

PDF2QBO Windows Step 6: Encoding, Branch ID

Click the 'Convert' button to create a QBO file.

PDF2QBO Windows Step 7: click Convert

Confirm the file name and location.

PDF2QBO Windows Step 8: file name and location, save

Import created QBO file into Quickbooks

Now the QBO file is created, let's switch to Quickbooks and import created QBO file. Before importing a QBO file make sure that the account you need to import into doesn’t have the yellow strike icon. Click 'Lists' - 'Charts of Accounts'.

PDF2QBO Windows Step 9: chart of Accounts in Quickbooks

Because if you have the icon, it means the account is online linked to direct download. You need to disconnect first to import a QBO file.

PDF2QBO Windows Step 10: yellow strike icon in Quickbooks

To disconnect, right-click - 'Edit Account'.

PDF2QBO Windows Step 11: edit Account in Quickbooks

Then click on 'Bank Feed Settings' and 'Deactivate All Online Services' first if needed. Check there is no yellow icon after the change. After disconnecting the account from online services, you can import a QBO file.

PDF2QBO Windows Step 12: deactivate all online services in Quickbooks

To import a QBO file, select 'File' - 'Utilities' - 'Import' - 'Web Connect', select created QBO file, and select an existing account to import transactions. Check bank label, Account Type, Account number to select the correct account in Quickbooks. Then click the 'Continue' button.

PDF2QBO Windows Step 13: select an existing account in Quickbooks

Now your data is imported.

PDF2QBO Windows Step 14: data is imported in Quickbooks

Click on 'Transaction List' to review transactions.

PDF2QBO Windows Step 15: click on transaction list in Quickbooks

Assign Vendor Records and expense/income accounts before adding transactions to the register.

PDF2QBO Windows Step 16: assign vendor in Quickbooks

If you like to see the Memo column from the QBO file, click 'Show Bank Memo'. Once Vendor Records and Account are set, you can add transactions to the register.

PDF2QBO Windows Step 17: Show Bank Memo in Quickbooks

See this windows tutorial as a video:

Step by step instructions for macOS

Make sure you are using the latest version of PDF2QBO. Download it from the PDF2QBO download page. Start PDF2QBO and select a PDF file.

PDF2QBO Mac Step 1: select a PDF file

Review transactions before converting. Check that dates are correct, have the correct year (Date), amount, withdrawals, and deposits are shown in corresponding columns, check number (Doc/Check#) is assigned.

PDF2QBO Mac Step 2: review transactions before converting

Set the Account ID (number) and the Account Type before converting. Account ID must be all digits for Quickbooks. For multiple accounts, use a different Account ID for each account.

PDF2QBO Mac Step 3: Account ID and Account Type

Currency should be USD even for non-USD accounts for Quickbooks US edition. For the Canadian edition, you can use USD and CAD. And for the UK edition, GBP currency must be set. If you have another currency, you have to use another converter, for example, Bank2IIF converter, that converts PDF files and you can create IIF files and import it in any currency account. IMPORTANT: Bank2IIF is now replaced with the ProperConvert app, which converts from more formats and converts to more formats.

If you use accounting software, for example, Xero, which allows the different currencies to be set, you can set any currency you need for this specific conversion. The converter is not specified for Quickbooks only, but for Quickbooks, you must follow certain rules to have your QBO file importable.

PDF2QBO Mac Step 4: currency

You have to set INTU.BID number to match your bank or use a default value. The INTU.BID value defines the bank label shown during a QBO import in Quickbooks. It has to be from the allowed bank. You can try to locate your bank, make sure a bank you choose supports the account type you are converting for. Keep the default value if your bank is not listed (3000-Wells Fargo or any allowed bank). You can ignore settings, like Balance, Bank ID, Branch ID, Encoding for Quickbooks, but you can set them if your accounting software requires.

PDF2QBO Mac Step 5: INTU.BID

Click the 'Convert' button to create a QBO file.

PDF2QBO Mac Step 6: click Convert

Confirm the file name and location.

PDF2QBO Mac Step 7: confirm file name and location

Import created QBO file into Quickbooks

Now the QBO file is created, let's switch to Quickbooks and import created QBO file. Before importing a QBO file make sure that the account you need to import into doesn’t have a blue ball icon. Click 'Lists' - 'Charts of Accounts'.

PDF2QBO Mac Step 8: Chart of Accounts in Quickbooks

If it has a blue ball icon it means the account is online linked to direct download. You need to disconnect first to import a QBO file.

PDF2QBO Mac Step 9: blue ball icon in Quickbooks

To disconnect, right-click - 'Edit Account'.

PDF2QBO Mac Step 10: edit account in Quickbooks

Then click 'Online Settings' and select 'Not enabled' and click 'Save'.

PDF2QBO Mac Step 11: not enabled in Quickbooks

Then click 'Ok'.

PDF2QBO Mac Step 12: disabling an account in Quickbooks

Check there is no blue ball after the change. After disconnecting the account from online services, you can import a QBO file.

PDF2QBO Mac Step 13: edit account in Quickbooks

To import a QBO file, select 'File' - 'Import' - 'From Web Connect', select created QBO file.

PDF2QBO Mac Step 14: file, import in Quickbooks

And select an existing account to import transactions. It shows the Account ID, Account Type, that you set in the PDF2QBO and it offers you to choose an existing Account. Click the 'Continue' button.

PDF2QBO Mac Step 15: select an existing account in Quickbooks

Now your data is imported.

PDF2QBO Mac Step 16: data imported in Quickbooks

Open Bank Feeds, and assign Vendor Records and expense/income accounts and add transactions to the register.

PDF2QBO Mac Step 17: assign vendor records in Quickbooks

See this macOS tutorial as a video:

Related articles