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Manually upload transactions into QuickBooks Online

by Intuit•1433• Updated 2 weeks ago

When you connect your bank and credit card accounts, QuickBooks automatically downloads transactions up to a certain date. If you can’t connect your bank to QuickBooks or want to add transactions from before you did so, upload either an account statement from your bank or a list of transactions.

Note: When you upload your bank and credit card transactions, it is important to know if they go to one account or individual accounts. Setup parent accounts and subaccounts on your chart of accounts to smoothly upload your transactions.

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Prerequisites

See your financial institution’s website to learn how to get a record of your transactions from them. Make sure the record or account statement starts at least one day before your oldest QuickBooks transaction in that account.

Before you upload your files, check your Chart of accounts to avoid creating duplicate transactions. Follow this link to complete the steps in product .

Account statement file guidelines

Your account statement can be from any bank, as long as it's in English. It can be a PDF or an image file, such as a JPG, PNG, or HEIC.

List file guidelines

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.

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

Upload an account statement as an image or PDF

When you upload a PDF or image, our AI extracts the info from the account statement ‌and imports it into QuickBooks Online.

Follow this link to complete the steps in product

If you see a tile for the account you want to upload transactions into, select it.
Select the Link account ▼ dropdown, then select Upload from file. If your account isn't connected yet to online banking, select Upload from file or Or upload transactions manually.
Upload the account statement as a PDF or image file from your computer.
Note: We may tell you that some items need review. If so, our team of global experts may review your statement to make sure everything is correct. When the statement’s ready, we’ll tell you so on the Bank transactions page.
In the QuickBooks 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.
Check the side-by-side view of your account statement and what QuickBooks extracted from it. Edit any fields or items that need your attention and review everything for accuracy.
Select Save. You’ll see the transactions on your Bank transactions page for that bank or credit card account.

Upload a list

Follow these steps if you'd like to upload your bank statement from these file types: .csv, .txt, .qbo, or .ofx. You can include up to 1,000 lines per upload. Each line contains one transaction.

Follow this link to complete the steps in product

If you see a tile for the account you want to upload transactions into, select it.
Select the Link account ▼ dropdown, then select Upload from file. If your account isn't connected yet to online banking, select Upload from file or Or upload transactions manually.
Select Drag and drop or select files, and select the file you downloaded from your bank. Then, select Continue.
In the QuickBooks 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.
Match the columns in the file with the correct fields in QuickBooks. Then select Continue.
Select the transactions you would like to import. Then select Continue.
Select Yes, then select Done.

Note: QuickBooks may add additional details if we recognize transaction descriptions, or based on your banking rules.

Next steps

Match and categorize your uploaded transactions to place them in the correct accounts. Then reconcile them to make sure they’re recorded correctly