How to Import Bank Transactions into QuickBooks Desktop

Importing bank transactions into QuickBooks Desktop saves time and helps keep your records accurate. This guide walks you through each step.

Use the ProperConvert app to convert your file to a format compatible with Quickbooks.

The most common task in QuickBooks is entering transactions. Banks often provide transactions through online banking. Instead of typing them in by hand, check which format your online banking provides.

Set Up Banking in QuickBooks Desktop

Before importing, set up your banking accounts in QuickBooks. Open the Banking menu and select Bank Feeds Center. Click Add Account. Select the account type (Checking or Credit Card) and enter your bank's information. Fill in all required fields and click Next.

Download Your Bank Transaction Histories to a Web Connect File Format

Once your account is connected, you can download a Web Connect file for each account. This file contains your bank transactions for the current or recent period, typically the last several months. To download, open the Banking menu, select Bank Feeds Center, choose Downloaded Transactions, and follow the prompts.

File formats from online banking

OFX, QFX, QBO - include date, amount, payee name, optional description, optional check number, and unique transaction ID.
QIF - includes date, amount, payee/description, check number.
CSV - includes date, amount, payee/description, check number.
PDF - transactions are presented in a printed bank or credit card statement.

Transactions in the QBO format

If your bank provides QBO format, this is the easiest option. QuickBooks imports QBO (Web Connect) directly.
If your bank provides QBO files but not direct online download, QuickBooks may not import them. Use ProperConvert to make your QBO file importable.

Transactions in the OFX format

QBO format is OFX format with extra fields for QuickBooks.
Use ProperConvert to convert OFX files to QBO format and import into QuickBooks.

Transactions in the QFX format

QFX format is OFX format with extra fields for Quicken. It may import into QuickBooks by simply renaming the .QFX extension to .QBO.
If renaming does not help, use ProperConvert to convert your QFX file into a valid QBO file.

Transactions in the QIF format

QIF (Quicken Interchange Format) is supported by many accounting systems and online banking sites. For example, Quicken can export transactions as QIF.
Use ProperConvert to convert QIF files to QBO format and import into QuickBooks.

Transactions in the CSV format

CSV format can be edited in Excel or other spreadsheet software.
Excel or Google Sheets is a great tool to enter transactions line by line.
Once you have your transactions, use ProperConvert to convert CSV/Excel to QBO format.

Transactions in PDF bank statement

PDF files are often the only option for old transactions (past 90 days).
ProperConvert can extract transactions from PDF files and create an importable QBO file.

Import as IIF format

QuickBooks Desktop imports IIF format, which lets you specify the vendor name and expense/income account. Transactions go directly into the register.
With IIF files, vendor names and account names must match exactly what is in QuickBooks.

If your bank does not provide QBO Web Connect compatible files, use the ProperConvert app to convert your transaction files into a compatible format.

Import Your Transactions into QuickBooks Desktop.

Once you have the Web Connect files, QuickBooks will guide you through the import. Select Banking > Bank Feeds Center > EasyStep Interview. If needed, choose your bank from the list. Click Browse and select Import to upload your file. Click Next and choose the transaction type (check registers, deposits, credit cards). Review each column to confirm it is correct, then save the data in QuickBooks Desktop.

What is Web Connect Quickbooks?

WebConnect is a QuickBooks feature that links your software to your bank or credit card accounts. It lets you download transactions directly into QuickBooks.

Setting up WebConnect is simple. Make sure your QuickBooks is up to date. Go to the Banking menu and select “Add Account.” Choose “WebConnect” and follow the on-screen steps to connect your account.

Once set up, you can download transactions without manual data entry. WebConnect also assigns categories based on rules you define. This makes it easier to track expenses.

WebConnect is secure. When you connect an account, QuickBooks sends you to your bank’s secure site to log in. Your financial data stays private.

QBO files are essentially offline web connect for QuickBooks.

Categorize Your Transactions for Clean Records and Accurate Reports.

QuickBooks Desktop includes a wizard to help you categorize imported transactions. You can set up rules to assign categories to similar transactions. To map categories, select the dropdown menu and choose from the list or enter a custom description.

Adjust or Delete Incorrectly Imported Transactions After Reviewing Reports.

After import, review your transactions and fix any errors. QuickBooks Desktop can generate reports to check accuracy. To modify a transaction, open it in the register and make changes. To remove an incorrect transaction, delete it from the bank register.

Importing into older Quickbooks

For older Quickbooks (older than three years), the IIF format is the only option to import. Use the instructions above to get your data into IIF format

If your QIF file has categories as your expense/income transactions in Quickbooks, use ProperConvert for quick conversion from QIF to IIF.

Import Batch Entries in Quickbooks Desktop

Copy transactions to clipboard ready to paste in Quickbooks Batch Entry forms (the CSV tab on the right sidebar):

Batch Checks
Batch Deposits
Batch Credit Card charges

Import created QBO file into Quickbooks for Windows

Use the ProperConvert app to convert your transaction files to the format required by your accounting software.

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

When the QBO file is ready, switch to QuickBooks and import it. First, check that the target account does not have a yellow strike icon. Click ‘Lists’ - ‘Charts of Accounts’.

A yellow icon means the account is linked to direct online download. Disconnect it first. Right-click the account and choose ‘Edit Account’. Click ‘Bank Feed Settings’ and then ‘Deactivate All Online Services.’ Confirm the yellow icon is gone.

To import, select ‘File’ - ‘Utilities’ - ‘Import’ - ‘Web Connect Files’ and select the QBO file.

Select an existing account to import into. Check the bank label, Account Type, and Account number. Then click ‘Continue.’

Your data is now imported. Click ‘Transaction List’ to review. Assign Vendor Records and expense/income accounts before adding transactions to the register.

The ‘Downloaded as’ column shows payee names from the QBO file. The ‘Payee’ column shows Vendor Records. When you choose a Vendor Record, QuickBooks will remember it for future imports.

Click ‘Show Bank Memo’ to see descriptions in the ‘Bank Memo’ column.

Once Vendor Records and accounts are set, add the transactions to the register.

Import created QBO file into Quickbooks for macOS

When the QBO file is ready, switch to QuickBooks and import it. First, check that the target account does not have a blue ball icon. Click ‘Lists’ - ‘Charts of Accounts’.

A blue ball icon means the account is linked to direct online download. Disconnect it first. Right-click the account and choose ‘Edit Account’. Click ‘Online Settings,’ select ‘Not enabled,’ and click ‘Save.’ Then click ‘Ok.’ Confirm the blue ball is gone.

To import, select ‘File’ - ‘Import’ - ‘From Web Connect’ and select the QBO file.

Select an existing account to import into. It shows the Account ID and Account Type. Click ‘Continue.’

Your data is now imported. Assign Vendor Records and expense/income accounts before adding transactions to the register.

The ‘Downloaded Payee’ column shows payee names from the QBO file. The ‘Payee’ column shows Vendor Records. When you choose a Vendor Record, QuickBooks will remember it for future imports.