Manually upload transactions into QuickBooks Online

Step 1: Pick a start date

To avoid entering duplicates, you need to know the date of the oldest existing transaction currently in the account:

1. Follow this link to complete the steps in product
2. Find the account you want to upload the transactions into. Then select Account history.
3. Find the oldest transaction, then write down the date.
   Note: Usually, the oldest transaction is the opening balance.

Step 2: Get transactions from your bank

1. Sign in to your bank or credit card's website.
2. Follow the instructions on how to download CSV files of your transactions to your computer. Every financial institution has different steps.
3. Make sure the date range for the download begins at least one day before your oldest transaction.
4. Download your transactions. Save the file somewhere you can easily find it, like your computer's desktop.

Step 3: Review the file format and size

Your upload file must be in English and 350 KB or less. We suggest a QuickBooks Online data (QBO) file. You can also upload (Quicken) QFX, or Comma-separated values (CSV) files.

Each file needs either 3 (Date, Description, Amount) or 4 (Date, Description, Credit, and Debit) columns. For larger uploads, shorten the date range and download transactions in smaller batches.

• Remove the word “amount” from Credit and Debit column header.
• Leave any cells in Amount, Credit, or Debit that only contain zero (0) blank. 
• Remove numbers from cells in the Description column.
• Enter all Dates in the same format. We recommend dd/mm/yyyy format.
• Some banks add the day of the week in the Date column (for example, 20/11/2018 TUE). Split the date and the day of the week into separate columns.

Note: To categorise your uploaded transactions as you upload them, set up bank rules in QuickBooks first.

Step 4: Manually upload the transactions

1. Follow this link to complete the steps in product
2. If you see a tile for the account you want to upload transactions into, select it. 
3. Select the Link account ▼ dropdown, then select Upload from file.
   Note: If your account isn't connected yet to online banking, select Upload transactions.
4. Select Drag and drop or select files, and select the file you downloaded from your bank. Then, select Continue.
5. In the Select account ▼ dropdown, select the account you want to upload the transactions into. Then, select Continue.
   Note: If you're new to QuickBooks, you may not have an account to upload the transactions into. If you don't see one, select + Add new ▼ from the dropdown to create a new bank account.
6. Follow the onscreen steps to match the columns on the file with the correct fields in QuickBooks. Then select Continue.
7. Select the transactions you would like to import. Then select Continue.
8. Select Yes to confirm.
9. Select Done.

If you see an error message, don't worry. Here's how to fix errors while uploading your transactions.

Note: There's a 1,000 line limit per upload.

Step 5: Categorise the transactions

Now that your transactions are in QuickBooks, it's time to match and categorise them. The transactions go into your accounts after you review them.

QuickBooks Online also enters certain details automatically if you set up any banking rules, or if it recognises transaction descriptions.

Step 6: Reconcile the transactions

Reconcile the transactions that you uploaded. This is to make sure that all transactions are recorded correctly in QuickBooks.

Step 1: Get transactions from your bank

1. Sign in to your bank or credit card's website.
2. Follow the instructions on how to download CSV files of your transactions to your computer. Every financial institution has different steps.
3. Make sure the date range for the download begins at least one day before your oldest transaction.
4. Download your transactions. Save the file somewhere you can easily find it, like your computer's desktop.

Step 2: Review the file format and size

Your upload file must be in English and 350 KB or less. We suggest a QuickBooks Online data (QBO) file. You can also upload (Quicken) QFX, or Comma-separated values (CSV) files.

Each file needs either 3 (Date, Description, Amount) or 4 (Date, Description, Credit, and Debit) columns. For larger uploads, shorten the date range and download transactions in smaller batches.

• Remove the word “amount” from Credit and Debit. 
• Leave any cells in Amount, Credit, or Debit that only contain zero (0) blank. 
• Remove numbers from cells in the Description column.
• Enter all Dates in the same format. We recommend dd/mm/yyyy format.
• Some banks add the day of the week in the Date column (for example, 20/11/2018 TUE). Split the date and the day of the week into separate columns.

Step 3: Manually upload the transactions

1. Go to Transactions and select Bank transactions.
2. Select the New transaction ▼ dropdown, then select Upload bank statement.
3. Select Drag and drop or select files and select the file you downloaded from your bank. Then, select Continue.
4. In the Account name ▼ dropdown, select the account you want to upload the transactions into. Then, select Continue.
5. Follow the onscreen steps to match the columns on the file with the correct fields in QuickBooks. Then select Continue.
6. Select the transactions you would like to import. Then select Continue.
7. Select Yes to confirm.
8. Select Got it.

Note: There's a 500 line limit per upload.

Step 4: Review your categorised transactions

QuickBooks Sole Trader uses AI to categorise your transactions based on how you, and other customers have categorised similar transactions. In the rare case that QuickBooks Sole Trader miscategorises a transaction, you can edit the transaction to select the right category.

Learn more about categorising bank transactions in QuickBooks Sole Trader.