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.
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.
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.
If your bank does not provide QBO Web Connect compatible files, use the ProperConvert app to convert your transaction files into a compatible format.
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.
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.
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.
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.
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.
Copy transactions to clipboard ready to paste in Quickbooks Batch Entry forms (the CSV tab on the right sidebar):
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.
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.
Once Vendor Records and accounts are set, add the transactions to the register.