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Level 1

Importing a list of checks from excel into Quickbooks

Every week I have a list of names(payee) and amounts of 25+ independent contractors in an Excel spreadsheet which is two columns.  This provides the information that is used to handwrite all of these checks. Can I import this Excel spreadsheet into Quickbooks Pro 2013 and print all the checks at once?  Every week the number of people and the amounts change.

15 Comments
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Level 3

Yes it possible.  Importing into QB is not simple and les...

Yes it possible.  Importing into QB is not simple and less you have 100s of checks generally not worth the effort to set up the excel file to import into QB.

I find it a lot easier to use the excel list as the input source document, enter each payment as a bill...  Then In QB using  pay bills, select the bills to be paid and write the checks.
Anonymous
Not applicable

You can use the IIF Transaction Creator to convert an Exc...

You can use the IIF Transaction Creator to convert an Excel worksheet into an IIF file that you can import directly into your QuickBooks file. It works with most transaction types.

If you pay the same contractors, or mostly the same ones, each month, then you can reuse the same worksheet each month to create a new batch of checks to import.

Level 1

Re: Importing a list of checks from excel into Quickbooks

Have you used the Import > transactions > checks function?  I am trying to use this function right now and it is a little pokey.  For instance, it was importing the transactions in a very clean manner - then it stopped importing the check numbers and made  all the imported transactions appear as checks to print.  Have you been able to get an answer to this original question without needing to use a IIF file?

QuickBooks Team

Re: Importing a list of checks from excel into Quickbooks

Hello there, @kane_2.

 

You’re already on the right track! Allow me to help walk you through importing your check transactions into QuickBooks Desktop using an excel or CSV file.

 

Here’s how:

  1. Go to Accountant.
  2. Choose Batch Enter Transactions.
  3. From the Transaction type drop-down, choose Checks.
  4. Choose the appropriate bank or credit card account where it will be recorded.
  5. Open your spreadsheet and arrange it the way the columns in QuickBooks papers. Or you may click on the Customize button to re-arrange the columns in QuickBooks to match what you have in your file.
  6. Copy and paste the transactions from your spreadsheet or excel file to QuickBooks.
  7. Click Save Transaction.
  8. Hit Yes.
  9. Click OK.

On the other hand, yes, you can print all checks you’ve created and recorded in QuickBooks all at once. Here’s how:

  1. Go to Write checks.
  2. Click the Print drop-down arrow, choose Batch.
  3. Choose the Bank account where the checks are recorded.
  4. Enter the number of the First Check to be printed.
  5. Put a check mark on all the checks you want to print.
  6. Click Ok.

On the Print Checks window:

  1. Choose the Printer’s name.
  2. Select the Printer type.
  3. On the Check Style section, choose if you want to print the check as Voucher, Standard or Wallet.
  4. If your pre-printed checks already have your company name and address on it, uncheck the box Print company name and address.
  5. Check and make sure all other settings are correct.
  6. Click Print.

That should do it! Make sure that your QuickBooks software is updated to the latest version so you will not have problems during the importing process.

 

If you need further help with the steps above, I’d recommend reaching out to Technical Support team. A specialist will be able to look up your account securely and further assist you via remote access session.

 

Here’s how to contact us:

  1. Go to: https://help.quickbooks.intuit.com/en_US/contact.
  2. Choose your QuickBooks Product.
  3. Select your QuickBooks version.
  4. On the Contact Us page, click a topic.
  5. Click on the Get Phone Number button to see the support number.

Stay in touch with me to let me how it works on your end. I’m always here to help in importing and printing your check transactions by batch in QuickBooks Desktop.

Level 1

Re: Importing a list of checks from excel into Quickbooks

Where do you find go to Accountant? Do you have to on Admin user  or can i import the list on Multi- user mode? I cant see the Accountant option there for me to look

 

 

Thanks,

Michael

QuickBooks Team

Re: Importing a list of checks from excel into Quickbooks

Hi there, @mzheng.

 

Thank you for joining this thread. I can share some insights about the Accountant tab.

 

You can only go to the Accountant option at the menu if using the QuickBooks Accountant and Enterprise version. For regular QuickBooks desktop, you can find the Batch Enter Transactions under the Company tab.

 

How to have the Batch Enter Transactions option:

 

Any user type should be able to have this option unless you're restricted.

 

That should guide you through the steps in entering transactions by batch in QuickBooks Desktop, Michael.

 

I'm still here to help you further if there's anything else you need. Just add a comment below or mention my name. Have a good one!

Level 1

Re: Importing a list of checks from excel into Quickbooks

Hi Thank you so much for your help! Now i understand because the version i am using is Desktop Premier, i dont have the Accountant option, is there any other way i could do the importing employee checks? I did some research IIF transaction creator could do the importing, is it including Employee check? Many thanks in advance

QuickBooks Team

Re: Importing a list of checks from excel into Quickbooks

Hello there, smei.

 

Glad you came here for support. Let me share some information about importing checks in QuickBooks Desktop.

 

Did you mean employee paychecks? If so, paychecks cannot be imported in QuickBooks Desktop. You'll need to manually enter historical payroll to ensure correct year-to-date totals on the paychecks you write for the rest of the year.

 

Here's an article to learn more about entering year-to-date totals in QuickBooks: Enter historical payroll data.

 

If you're referring to a regular checks, then you can import this. I'll walk you through the steps below:

  1. From the QuickBooks File menu, select Utilities.
  2. Click Import, then choose IIF Files.
  3. Locate your .IIF file and highlight it. Then Open.
  4. Select OK on the pop up message confirming your data has been imported.

For more information about importing transactions, you can check out this article: Export or import Intuit Interchange Format (.IIF) files.

 

Please know that you're always welcome to visit the Community again anytime you need help with importing transactions in QuickBooks. I'm always happy to assist.

Level 3

Re: Importing a list of checks from excel into Quickbooks

Hello,

As a workaround, you can try to use Business Importer app to import Checks and other entities from .xlxs files into you QBD Company.

It also has many useful features as Export and Schedule Import. 
The app has 14 day free trial period, so you can test if it suits your needs.
You'll find it here https://desktop.apps.com/apps/167128/business-importer

I hope it will save you a lot of time!

Level 1

Re: Importing a list of checks from excel into Quickbooks

When you say go to ACCOUNTANT? where exactly are you refering to? I can only see that tab under reports.

QuickBooks Team

Re: Importing a list of checks from excel into Quickbooks

Hello @sabreu,

 

The Accountant menu is only available for QuickBooks Desktop Accountant user. If you're not an accountant user, you can import transactions by following the steps provided by my colleague, @Charies_M.

 

I've also added this article for the file types and formats you can bring in to QuickBooks: Import/export overview

 

To learn more about importing data with MS Excel files, check this out: Import or export MS Excel files.

 

Let me know if there's anything else you need. Just leave a comment below and I'll get back to you.

Level 1

Re: Importing a list of checks from excel into Quickbooks

Hello, @HoneyLynn_G ,

Does QuickBooks Desktop Pro 2018 have the "Batch Enter Transactions" feature?  I'm using this version, but couldn't find that feature.  If this version doesn't have it, what would be the next lowest cost version of QuickBooks that has the "Batch Enter Transactions" feature?

Thank you,

Steven.

Level 1

Re: Importing a list of checks from excel into Quickbooks

Hello, @HoneyLynn_G 

Does QuickBooks Desktop Pro 2018 have the "Batch Enter Transactions" feature?  I'm using this version, but couldn't find that feature.  If this version doesn't have it, what would be the next lowest cost version of QuickBooks that has the "Batch Enter Transactions" feature?

Thank you,

Steven.

Anonymous
Not applicable

Re: Importing a list of checks from excel into Quickbooks

Hello, StevenTX14.


The option to enter batch transactions is only available in the Accountant and Enterprise version of QuickBooks. 


Since you’re using the Pro version, you might want to take advantage of downloading Bank Feed transactions. 


You can also import transactions manually through a supported file. For additional information, please refer to these article: 

Please drop by again if you have any other concerns or if you need further assistance. 

Anonymous
Not applicable

Re: Importing a list of checks from excel into Quickbooks

@StevenTX14 ,

You may consider purchasing Premier Accountant edition with perpetual license. 

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