Learn how to get transactions from your bank or credit cards and manually import them into QuickBooks Online.
Online banking is one of the biggest timesavers in QuickBooks Online. When you connect your bank and credit card accounts, QuickBooks automatically downloads transactions up to a certain date.
If you want to enter older transactions, or if your bank or credit card can't connect to QuickBooks, you can still upload transactions manually. Before we go any further, watch the short video below which gives a full overview of how to import your bank transactions:
Step 1: Pick a start date
To avoid entering duplicates, you need to know the date of the oldest existing transaction currently in the account:
- In QuickBooks, go to Bookkeeping and select Chart of accounts (Take me there).
- Find the bank or credit card account you want to upload the transactions into.
- Select Account history.
- Find and write down the date of the oldest transaction. Usually, the oldest transaction is the opening balance.
Step 2: Get transactions from your bank
- Sign in to your bank or credit card's website.
- Follow your bank's instructions for how to download CSV files of your transactions to your computer. Every financial institution has different steps.
- Make sure the date range for the download is at least one day before your oldest transaction.
- Download your transactions. Save the file somewhere you can easily find it, like your computer's desktop.
|Tip: Your bank may offer a few file formats. If possible, pick the QuickBooks Online data (QBO) format. These are formatted specifically for QuickBooks Online. You can also upload transactions from a CSV file.|
Step 3: Review the file format and size
Open and review the file from your bank. Make sure it's in the correct format before you upload it.
Keep in mind, the maximum file size is 350 KB. If the file is too big, shorten the date range and download transactions in smaller batches.
Step 4: Manually upload the transactions
Step 5: Categorise the transactions
Now that your transactions are in QuickBooks, it's time to match and categorise them. The transactions go into your accounts after you review them.
QuickBooks Online also enters certain details automatically if you set up any banking rules, or if it recognises transaction descriptions.
Step 6: Reconcile the transactions
Your transactions are now in QuickBooks. The final step is to reconcile them. This ensures your books are accurate and there aren't any duplicate transactions.