Import and export data in QuickBooks Desktop

QuickBooks Desktop allows you to transfer data like lists, transactions, and accountant changes to and from your company file. This capability helps you maintain continuity when converting files, upgrading software, or sharing data with your accountant without manual reentry.

Important considerations

Before you begin, review these requirements to ensure data integrity:

• Backup your data: You cannot undo an import. Always create a backup of your company file before performing any import operation.
• Support limitations: Intuit supports basic import and export questions. For complex data transfers, consult your accountant or a ProAdvisor.
• Third-party apps: Check the Intuit Marketplace for apps that can assist with specialized data import needs.

Supported data types for import

QuickBooks Desktop supports specific lists and transaction types for import.

Lists

You can import the following list data to populate your company file:

• Accounting: Chart of Accounts, Budgets, Classes, Customer messages, Payment methods, Payment terms, Price levels, Sales tax codes, Sales reps.
• People and Entities: Customers and customer jobs, Employees, Other names, Vendors, Vendor types.
• Operational: Items, Shipping methods, To dos, Notes.

Transactions

You can import the following transaction data:

• Sales and Receivables: Cash sales to customers, Credit memos to customers, Cash refunds to customers, Estimates, Invoices, Payments from customers, Credit card refunds to customers.
• Expenses and Payables: Vendor bills, Vendor bill refunds, Purchase orders, Credit card transactions, Checks.
• Banking and General: Account beginning balances, Account transfers of funds, Deposits, General journal entries.

Methods for importing and exporting

Choose the method that best fits your data source and file type.

• Standard file formats: Use MS Excel or .CSV files for general data transfer of lists and transactions.
• Templates: Import and export invoice and other form templates to standardize your documents.
• Intuit Interchange Format (IIF): Use IIF files to import and export complex data structures.
• Bank Data: Import bank transactions using Web Connect (.qbo) files.
  • Note: Importing Web Connect files requires you to sign in to your Intuit Account within QuickBooks Desktop

Accountant tools

Use specific tools designed for exchanging data with your accountant:

• Journal entries: Send general journal entries back and forth to adjust your books.
• Accountant's Copy: Export your company file for your accountant to work on, then import their changes back into your file.
• Batch transactions: Import batch transactions provided by your accountant.

Troubleshooting

Error: "To download and import transactions, sign in with your Intuit account".

If you encounter this error while using Advanced Mode in bank feeds or importing Web Connect files:

1. Sign in to your Intuit Account within QuickBooks Desktop.
2. If already signed in, try switching bank feed modes.