How can I import expenses from a CSV file?

Thanks so much. I’m wondering if this will work if the file is not from my bank. I have been keeping track of expenses in a spreadsheet prior to signing up for QBO and prior to setting up bank accounts for the business. If so, what account would I put it in since it’s not associated with any of my accounts in QB?

I appreciate your prompt reply, Connor.

Allow me to impart some insights about importing transactions in QuickBooks Online (QBO).

Yes, you can import the file even if it is not from your bank. You'll just have to ensure to convert the spreadsheet into a CSV file to seamlessly upload it to QBO. To be guided, you can check out this article for the complete details: Format CSV files in Excel to get bank transactions into QuickBooks.

With regards to what account to use, you can set up a dummy account where you can use initial import. I'll show you how. Before we begin, I'd recommend working with your accountant to ensure you're using the correct account for these expenses. If you're not affiliated with one, you can visit our ProAdvisor page and look for one from there.

When ready, you can follow these steps in creating an account: 

1. Go to the Gear icon and select Chart of Accounts.
2. Select New to create a new account.
3. From the Account Type drop-down, choose an account type.
4. In the Detail Type, select the detail type that best fits the transactions you want to track.
5. Fill in the needed details.
6. Then click Save and Close.

You can also check this link for more details: Add an account to your chart of accounts in QuickBooks Online.

Once done, you can now upload the file to your account. For reference, you can follow the steps shared by peer Adrian_A above or utilize this link: Manually upload transactions into QuickBooks Online.

When everything is all set, you'll want to check out these articles for guidance. These can walk you through the steps on how to categorize your transactions and reconcile your account flawlessly: 

• Categorize and match online bank transactions in QuickBooks Online
• Reconcile an account in QuickBooks Online

Have other queries about importing your transactions? You're always welcome to share them with me. I'm always here to back up!

@connorshalodesig 

Prepare the Cash Purchase data with the following template

then utilize an importer tool

https://transactionpro.grsm.io/qbo

This is great. Thanks so much for the help!

That’s great. Thanks so much!

I am not seeing any of the menu items you refer to. Could my version be newer or is MacOS version different? I have QB Desktop Mac 2020 V19.0.0 R1

I have a CSV of 2019 transactions I want to import and then categorize.

I'll share a solution to help you import your transactions into QuickBooks, @DIYDude.

The steps shared by my colleagues above are for QuickBooks Online since you're using QuickBooks Desktop for Mac, I'd be glad to share the steps. To ensure that your computer runs the best QuickBooks Desktop experience, see this article: System requirements for QuickBooks Desktop 2020 and Enterprise Solutions 20.0.

To start follow the steps below on how to get a template:

1. Go to the File menu, then select Import.
2. Select Transactions, then select the transaction type you want to import.
3. Proceed to the Gear menu, then click Export Table Template.
4. Enter the name of the template and save it. This downloads the template in a .CSV (spreadsheet) file.
5. Open the template on your spreadsheet application. There are many columns on the template, and you may need to scroll to see all of them.
6. Add your transactions to the template, then save your work.
7. (For sales receipts) On the Deposit To column, be sure to specify the bank account type in your company file.

Once done, follow these steps on how to import them in:

1. Go back to the File menu, then Import.
2. Select Transactions, then the transaction type you want to import.
3. Copy the transactions from your spreadsheet and paste them on the import window. QuickBooks will highlight rows that have the same info to alert you on transactions with multiple line items.
4. (For sales receipts) Select the bank you would like to deposit the receipts.
5. If everything looks right, select Import.

Here's an article for more details: Import Data Into QuickBooks for Mac.

Aside from that, you can also import banking transactions through Web Connect. You can use these articles as your guide: Download Bank Transactions in QuickBooks Desktop for Mac.

I've also collected these articles for future reference. It contains steps on how to categorize bank transactions after you import them to QuickBooks:

• Nothing Imported After Importing a Web Connect (.qbo) File
• Add and Match Transactions in QuickBooks Desktop for Mac

Please don't hesitate to let me know in the comments below if you have other importing concerns in QBDT for Mac. I'll be around to help. take care and stay safe, @DIYDude.

Hi, I go through these steps. But then when I look at my P&L they appear as negative expenses which makes the expense value add to my profits instead of subtract.

(i.e. I import 50 expense transactions that I assign to various expense categories, totaling $1,000.  However when I check the P&L, they appear as -$1,000 which roles up to $1,000 in profits).

Am I missing a step?

Hi lt2021,

When you upload transactions on a CSV file, you don't want to interchange the amount columns when you map them. The column for money-ins should be mapped to Money Received, and the column for money-outs should be mapped to Money Spent. When interchanged, they'll create a reversed effect on your books.

Right now, you'll want to undo and exclude the already added transactionS, so you can re-upload the ones in your CSV file.

1. Go to the Banking page, then select the account in concern.
2. Click on the Categorized column.
3. Choose the transactions that need to be undone.
4. Click Undo under Action, and confirm when prompted.
5. Go to the For Review tab.
6. Select the undone transactions and click Exclude. Confirm if prompted.

Reach back out if you have any more concerns about your bank transactions. Take care always! 

I am sorry: Where is the TRANSACTION tab?

I see BANKING but I don't see LINK ACCOUNT.

Thanks

Good day, mdonline01.

I'll show you where to find the Transaction tab so you can proceed to importing expenses from CVS file.

Here are the screenshots for a better guide:

1. From the Transactions tab, select Banking.
   
2. In the Link account drop-down, select Upload from file.
3. Click the Drag and drop or select files button.
4. Select the CSV file and then Open.
5. In the QuickBooks account dropdown, select the account you want to upload the transactions into. 
6. Follow the onscreen steps to match the columns on the file with the correct fields in QuickBooks.
7. Select the transactions. 
8. Click Yes and click Let's go.

Once your bank is connected, you may find this article helpful when categorizing bank transactions: Categorize and match online bank transactions in QuickBooks Online.

Of course, you're always welcome to visit us again if you need help. It will be my pleasure. Stay safe and have a great day ahead!

Looking for the same answer.  Using Desktop 2020 Pro and I have no transactions tab.  I use bankfeeds for several of my accounts, but one does not support a qbo download for the credit card, so I have a cvs file.  How do I upload?

Using Desktop 2020 Pro for Windows- I have no Transactions Tab, I have no File - Import

I do have File - Utilities - Import, but transactions is not an option

Please help

Good morning, @TBHA. 

Thanks for taking the time to reach out to the QuickBooks Community for support. 

In QuickBooks Desktop, you can only import CSV files when importing lists. You can only import your bank transactions by using a QBO file. I understand the importance of importing bank transactions via CSV files for you and your business. That said, I've gone ahead and submitted this suggestion to our Product Development Team on your behalf so it can be considered in a future update.  

Please know that our goal is to improve QuickBooks to fit the needs of our customers. If you have any suggestions on how we can help you run your business easier, I encourage you to submit this to our developers. Doing this helps them understand where we can improve and what features should be added so we can better serve you.

In order for them to account your suggestions, please follow these steps in your QuickBooks Desktop:

1. Click the Help menu bar.
2. Scroll down to Send Feedback Online.
3. Select Product Suggestion.
4. Choose Product Suggestion for the Type of Feedback.
5. Product Area is optional.
6. Enter your suggestion.
7. Click Send Feedback.

Please let me know if you have any additional questions or concerns. I'm always around to lend a hand. Take care! 

@TBHA 

You can utilize an importer tool as a workaround.

Hi,

I've been following the conversation, and I'm wondering if when i import my excel file with all my expenses, is there a way to have a column VENDOR and it should get posted in QuickBooks to the right vendor? 

@HannahGee 

Are you using QB Desktop or QB Online?

Hi there, HannahGee.

The CSV file format doesn't include a Vendor column. However, when your expenses are imported to QuickBooks, you need to assign a vendor to link the entry to their profile.

Let me show you how.

1. Go to Banking from the left menu.
2. Select the account where expenses are imported.
3. Click an expense, then choose a vendor from the Vendor/Customer field.
   
4. Click Save.

Aside from assigning a vendor, you also need to categorize and review bank transactions. Check out this article as your guide: Categorize and match online bank transactions in QuickBooks Online.

Let me know if you have additional questions about importing expenses. Just leave a comment below and I'll get back to you.

when you guys give answers, could you identify version and whether online or desktop.  Too many of the answers are specific to versions and platforms

@thomas3762 

Any specific concern?

Hello thomas3762,

I want to help and provide exact information about your concern. However, I still need to gather more details about it. As Fiat Lux - ASIA mentioned, can you tell me more about your concern? I would appreciate getting more details from you. This way, I can provide the right amount and solution to your question.

If you'll be adding a screenshot in your next reply, please make sure to hide all the important details. This prevents you from any fraudulent activities. 

Visit again in the Community forum. I'll be around to help anytime. Take care and stay safe.

everyone kept asking you a question about the version or telling you their version and that they aren't seeing what you are showing.  I have noticed this all the time when I am looking up things and then I realize it is a different version and platform and as a result wasted time researching based on the information I requested because I am specific to my version and desktop platform

I converted from desktop pro to online.  I had some credit card expenses that were not yet allocated to an expense as I was waiting for answers about the expenses.  When I converted to online those entries did not move to online.  Can I download a csv file from the credit card account, delete the entries that were expensed from the cvs file and then import the remaining data into quickbooks?