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Prepare your CSV file for bank upload to QuickBooks

by Intuit•53• Updated about 2 hours ago

Learn how to check the format of the CSV file you got from your bank to upload transactions to QuickBooks.

This article is for customers who use QuickBooks Online or QuickBooks Sole Trader.

Before you begin

If you're not connecting your bank and credit card account directly to QuickBooks, you can upload transactions manually using a CSV file. But before uploading, your file must follow specific formatting rules to avoid errors.

  • Each bank’s CSV file format is different. Some may not work with QuickBooks if they don’t follow the required structure.
  • Important note for QuickBooks Sole Trader customers: The upload process and file format are the same as QuickBooks Online, but the menu options and account names may look a little different.
  • CSV (.csv)
  • Quicken (.QFX)
  • QuickBooks Online (.QBO)
  • Microsoft Money (.OFX)
  • Text files (.TXT)

Accepted CSV formats

QuickBooks can only import CSV files that follow one of two accepted formats: a 3-column or 4-column layout. Use the format that matches your bank’s export file.

  • Use negative values for money out (payments)
  • Use positive values for money in (deposits)
ABC
1DateDescriptionAmount
21/1/2018Payment-100.00
31/1/2018Deposit200.00
  • Enter the amount in either the Credit or Debit column (not both)
  • Leave the other cell blank for each transaction
ABCD
1DateDescriptionCreditDebit
21/1/2018Payment100.00
31/1/2018Deposit200.00


Fix common CSV formatting issues

If your upload fails, we recommend you use this checklist to fix common issues before contacting support.

  • Remove zero values from the Amount, Credit, or Debit columns – leave the cell blank
  • Ensure the Description column doesn’t contain numbers
  • Only use these column headers: "Amount", "Credit", or "Debit" (no additional words)
  • Make sure all dates follow a consistent format – recommended: dd/mm/yyyy
  • Mac users: Save the file as a Windows CSV (.csv) format

Special characters in your CSV file can prevent a successful upload. Remove any of the following from all fields (especially the Description column):

! @ # $ % ^ & * ( ) , . ? " : { } | < >

Use Excel’s Find and Replace tool to clean these quickly.

Some banks include the day (e.g. “20/11/2018 TUE”). You’ll need to remove this in Excel.

To remove the day-of-week from dates in Excel:

  1. Open the CSV file
  2. Highlight the column containing the dates
  3. Go to Data then select Text to Columns.
  4. In the wizard:
    • Original data type: Delimited
    • Delimiters: Space
    • Column data format: General
  5. Delete the new column containing the day

For more help, see the Microsoft guide.

Credit card statements may list transactions differently, which can cause upload issues if not handled correctly.

  • Payments might appear as negative deposits because they reduce your balance.
  • When uploading these transactions, always select a credit card account in QuickBooks, not a current or bank account.
  • This ensures the transactions are categorised and posted correctly.


Upload your CSV file to QuickBooks

Once your CSV is correctly formatted, follow these steps to upload your transactions.

Need a visual guide? Watch this short video to see how to upload bank transactions from a CSV file into QuickBooks, step by step.

Once your CSV is correctly formatted, follow these steps to upload your transactions.

  1. Go to Transactions, then select Bank transactions.
  2. Select Upload transactions.
  3. Choose the bank or credit card account you want to upload into.
  4. Follow the on-screen instructions to upload and map your file.
  5. Review and categorise your transactions.

Uploaded to the wrong account?
Exclude the transactions from the incorrect account and upload the CSV again to the correct one.



Still having issues?

If you’ve checked the formatting and removed special characters but the upload still fails:

  • Try copying your data into a new spreadsheet following the correct format
  • Re-save the file as a Windows CSV

If issues continue, contact QuickBooks support for help.

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