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Manually upload transactions into QuickBooks Online

Learn how to download transactions from your bank or credit cards and then manually import them into QuickBooks Online.

Connecting your bank and credit card accounts is one of the biggest timesavers in QuickBooks Online. Once you connect, QuickBooks automatically downloads the last 90 days (or more) of transactions from your bank.

If you need to get older transactions from your bank, or if your bank doesn’t connect to QuickBooks, you can upload them manually.

Step 1: Pick a date range

To make sure you don’t import transactions you’ve already recorded, you’ll need to get the date for the oldest transaction in your account. This prevents duplicates.

  1. In QuickBooks, go to Accounting, then select Chart of Accounts.
  2. Find the bank or credit card account you want to upload more transactions into. Then select View register. 
  3. Scroll to the bottom of the list.
  4. Write down the date of the oldest transaction. In many cases, the oldest transaction is the opening balance.

Step 2: Download transactions from your bank

  1. Sign in to your bank or credit card’s website.
  2. Follow your bank’s instructions for how to download transactions to your computer. Some banks call this WebConnect.

    Step 3: Review the file format and size

    Your bank might give you options for how to download/export your transactions. Pick one of these so you can upload the file into QuickBooks Online:

    • Comma-Separated Values (CSV)
    • QuickBooks Online (QBO)
    • Quicken (QFX)
    • If you can, go for the QBO format. QBO files from banks should already be formatted for QuickBooks. If your file isn’t formatted, you can reformat and then upload it. The maximum file size is 350 KB. If your file is too big, shorten the date range and download your transactions in smaller batches.

    Step 4: Start your upload

    For accounts connected to online banking

    If your account is connected to online banking, here’s how to start your upload:

    1. In QuickBooks Online, go to the Banking menu, then select the Banking tab.
    2. Select the blue tile for the account you want to upload the transactions into.
    3. Select the small arrow ▼ icon by the Update button, then select File upload.

    For accounts not connected to online banking

    If you don’t plan to connect your account, or your bank can’t connect to QuickBooks, here’s how to start your upload:

    1. In QuickBooks Online, go to Banking.
    2. Select Upload transactions.

    Step 5: Upload your file into QuickBooks

    1. Select Browse and select the file you downloaded from your bank, then select Next.
      See an error message? Here’s what to do if you see an error message while uploading your transactions.
    2. From the QuickBooks account ▼ drop-down menu, select the account you want to upload the transactions into, then select Next. If you haven’t connected your account to QuickBooks, you might not have an account to upload the transactions into. If you don't have one, select Add New ▼ from the drop-down menu to create a new bank account.
    3. Follow the onscreen instructions. Match the columns on the file with the banking fields in QuickBooks, then select Next.
    4. When you’re ready, select Let's go. QuickBooks will add the transactions to your account.

    Step 6: Categorize the transactions

    Now that your transactions are in QuickBooks, it’s time to go to the Banking menu to match and categorize the transactions. They’re not fully in your accounts until you’ve reviewed them.

    Step 7: Reconcile the transactions

    Now your transactions are in QuickBooks, but there’s one more thing to consider: reconciling them. This ensures your books are accurate and there aren’t any duplicate transactions.

    For instance, you may need to edit your opening balance if the transactions you just uploaded are older than your opening balance. It’s likely you included some (or all) of those older transactions as part of the opening balance total. You need to reconcile the transactions to make sure QuickBooks isn’t counting them twice.

    Focus on your business, not your books.

    Get a dedicated team of QuickBooks-certified bookkeepers to set up, import, and categorize all your transactions for you. Learn more about QuickBooks Live Bookkeeping.

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