Import and export data in QuickBooks Desktop

QuickBooks Desktop allows you to transfer information to and from your company file, eliminating the need to start from scratch when converting, upgrading, or creating a new file. You can import bank transactions, accountant changes, and lists (such as customers and vendors), as well as export reports and general journal entries.

Supported data types for import

Review the lists and transaction types that QuickBooks Desktop supports for import operations.

Lists

You can import the following list data:

• 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

There are several ways to move data depending on the file type and source.

• Standard file formats: Use MS Excel or .CSV files for general data transfer.
• Templates: Import and export invoice and other form templates.
• Intuit Interchange Format: Import and export IIF files for 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

Specific tools exist for exchanging data with your accountant:

• Send journal entries back and forth.
• Export your company file for your accountant and import their changes.
• Import batch transactions from your accountant.

Important considerations

Before you begin importing or exporting data, review the following requirements and limitations:

• Backup your data: You cannot undo information once it is imported. Always create a backup before performing an import.
• Support limitations: Intuit provides support for basic import and export questions. For complex data transfers, consider consulting your accountant or finding a ProAdvisor.
• Third-party apps: You can check the Intuit Marketplace for apps that assist with data import.

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.