Tasks you can do with IIF files

If you are using QuickBooks 2019, please see Improved IIF Import in QuickBooks 2019.

Intuit Interchange Format (.IIF) files are cross-platform text files that can help you better manage your QuickBooks Desktop company data. This article details tasks you can do using IIF.

• IIF Overview: import kit, sample files, and headers
• Export or import IIF files
• Tasks you can do with IIF files

Generally, you can:

• Export lists from one QuickBooks company file and import them into another
• Import lists or transactions into QuickBooks from another program
• Export list to and Import data from the QuickBooks Pro Timer.
• Share data between different QuickBooks editions and platforms (such as Pro, Premier, and Enterprise, or between Windows and Mac)

Specifically, these are some of the tasks you can do with IIF:

Bulk edit your lists

In some cases, you can bulk edit list element information (data) for customers, vendors, items, or other list entries.

1. Export the lists to your desktop.
   1. Go to the QuickBooks File menu, select Utilities then Export and then IIF Files.
   2. Select the checkbox corresponding to the list/s you want to export then click OK.
   3. Type a file name and choose the location where you want to save the IIF file.
2. Open the file and edit data as desired.
   1. Right-click the export file. Select Open With and select Microsoft Office Excel.
   2. Click Yes if a warning about incompatible features is displayed.
   3. Edit the data in the file then select File and then Save.
   4. Close Excel. (If prompted to save again, click No.)
3. Backup your company data file because imports cannot be undone.
4. Import the edited IIF file to QuickBooks
   1. Go to the QuickBooks File menu,  select Utilities then Import and then .IIF Files.
   2. Locate the edited IIF file then select Open.

Import a vendor's IIF file to update your costs

Many businesses have large inventory lists provided by a few vendors. You can update these lists with an .IIF from your vendor. Simply import the file into your company file (backup your file first) to record the changes.

Update other list entries

You can update list entries from one company file to another.

1. Open the QuickBooks company containing the lists to transfer.
2. Export the lists you need to edit.
   1. From the File menu, select Utilities then Export and then IIF Files.
   2. Note the location to which you are saving the file. Enter a name for the .IIF file and click Save.
3. Open and edit the IIF file.
   1. Double-click the .IIF file and select Microsoft Excel as the program to open with.
   2. Edit the cost and/or prices and save. (The price and costs are in columns "AM" and "MN".)
   3. Click Yes to the message, Filename.iif may contain features that are not compatible with Test (tab delimited). Do you want to keep the workbook in this format?
   4. Close and save the file.
4. Import IIF to the Company File.
   1. Close the exporting company, and then open the company file you want to import the lists to.
   2. Backup your company file before doing the import.
   3. Go to the QuickBooks File menu and select Utilities then Import and then .IIF Files.
   4. Locate the edited IIF file then select Open.
5. When the import is complete ensure, the costs are updated in the list.

Import PayPal transactions into QuickBooks

1. Log in to your PayPal account and download a QuickBooks (.iif) file version of your transactions.
2. Save the .iif file to the desktop.
3. From the QuickBooks File menu, select Utilities then Import and then IIF Files.
4. Select the .iif file located on the Desktop.
5. Click Open.

Copy a budget to a new data file

1. Create your budget in the first data file.
2. Export the budget to your desktop.
3. Close the first data file and open the second data file.
4. Import the budget file into the second data file.

Remove a budget before importing multiple budgets

1. Create your budget in the first data file.
2. Export the budget to your desktop.
3. Open your file in Excel then delete the budgets.
   1. In Excel, look at Column P, where the budget start dates are.
   2. Locate the budgets you would like to remove.
   3. Delete the budget rows by right-clicking the budget row number and selecting Delete.
   4. From the File menu, select Save then click Yes to the next prompt.
4. Close the first data file and open the second data file.
5. Import the budget file into the second data file.

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