Import journal entries in QuickBooks Online

Learn how to import journal entries in QuickBooks Online.

With QuickBooks Online’s import feature, you can import journal entries. We’ll show you how to use a CSV file.

Note: Turn off account numbers before you begin. This will ensure a smooth import. The account numbers can be turned back on once your import is complete. Journal Entry Line items must be a parent account, subaccounts will cause a "Line Account Invalid" error.

Step 1: Prep your spreadsheet

Before you import your journal entries, make sure everything looks correct in your spreadsheet.

1. Make sure that your file includes following info:
   Note: Depending on Account Name selection (Accounts Payable or Accounts Receivable), the system will request the Name column to have a vendor selected.
   • Journal No.
   • Journal Date
   • Account Name
   • Journal/Description
   • Debits
   • Credits
2. If your spreadsheet has new accounts, be sure to add them in your chart of accounts before importing.
3. If you turned on Warn if duplicate journal number is used on the Journal Entry form, you won’t be able to upload some entries with existing numbers. You may have to uncheck that preference on the journal entry before you import.

Step 2: Import your journal entries

Note: You can turn on class tracking and location tracking to import journal entries with classes and locations.

1. Go to Settings ⚙️, then select Import Data.
2. Select Journal Entries.
3. On the Download page, select Browse. 
   Note: If you need help formatting your journal entries, select Download a sample file.
4. Find and select your CSV file. Select Open, then Next.
5. Map your information. Your Field represents the headers on your spreadsheet. From each small arrow ▼ icon, select the one that matches a field in QuickBooks Online.
6. Select Next. If there’s an error, edit the file and try again.
7. Select Start import.
8. Select Done.

Once you’re done, you can use the search function to check and edit the journal entries.