Learn how to manually upload transactions from your bank or credit card in QuickBooks Online.
When you connect your bank and credit card accounts, QuickBooks automatically downloads transactions up to a certain date. However, you can manually upload transactions if you want to enter old transactions, can’t find your bank, or connect it to QuickBooks.
To watch more how-to videos, visit our video section.
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:
- Go to Settings
. Then, select Chart of accounts (Take me there). - Find the account you want to upload the transactions into. Then, select View register.
- Find the oldest transaction, then write down the date.
Note: Usually, the oldest transaction is the opening balance.
Step 2: Get transactions from your bank
To get transactions from your bank, you need to download CSV files of your transactions.
- Sign in to your bank or credit card's website.
- Follow your bank's instructions on how to download CSV files of your transactions to your computer.
Note: Every financial institution has different steps. Here are steps for Bank of America, Chase, and Wells Fargo. - Check the date range for the download. It should be at least one day before the date of 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 or Quicken (QFX) file.
Step 3: Review the file format and size
Review the file you download from your bank and make sure it's in the correct format before you upload it. Here are the things to check to prevent errors:
Note: The maximum file size is 350 KB. You can shorten the date range and download transactions in smaller batches if the file size is too big.
- Remove any zeros (0) from the file and leave those cells blank.
- Fix any transactions that show numbers in the Description column.
- Remove the word “amount” from the Credit or Debit column header. They should only say “Credit” and “Debit”.
- Make sure that all dates follow the same format. We recommend you use dd/mm/yyyy format.
- If you’re a Mac user, make sure to save the file as Windows CSV file.
- Some banks add the day of the week in the Date column (for example, 20/11/2018 TUE). You need to remove the day of the week. To do this, split the date and the day of the week into separate columns.
CSV file formats
You can only upload CSV file in QuickBooks that has either 3-column or 4-column format.
| CSV format | Description |
| 3-column format | Has a Date, Description, and Amount column. |
| 4-column format | Has a Date, Description, Credit, and Debit column. |
Step 4: Manually upload the transactions
- Go to Transactions, then select Bank transactions (Take me there).
- Select the blue tile for the account you want to upload the transactions into.
- Select the Link account▼ dropdown, then select Upload from file.
Note: If your account is not connected yet to online banking, select Upload from file. - Select Drag and drop or select files and select the file you downloaded from your bank. Then, select Continue.
- In the QuickBooks account▼ dropdown, select the account you want to upload the transactions into. Then, select Continue.
Note: If you're new to QuickBooks, you may not have an account to upload the transactions into. If you don't see one, select Add New ▼ from the dropdown to create a new bank account. - Follow the onscreen steps to match the columns on the file with the correct fields in QuickBooks. Then select Continue.
- Select the transactions you like to import. Then select Continue.
- Select Yes.
- Select Done.
If you see an error message, here’s how you can fix errors when you upload transactions.
Step 5: Categorize the transactions
Now that your transactions are in QuickBooks, it's time tomatch and categorize 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 recognizes transaction descriptions.
Step 6: Reconcile the transactions
Reconcile the transactions that you uploaded. This is to make sure that all transactions are recorded correctly in QuickBooks.
FAQs
When you connect your bank and credit card accounts, QuickBooks automatically downloads transactions up to a certain date. However, you can manually upload transactions if you want to enter old transactions, can't find your bank, or connect it to QuickBooks.
Can I add bank transactions manually to QuickBooks Online? ›
When you connect your bank and credit card accounts, QuickBooks automatically downloads transactions up to a certain date. However, you can manually upload transactions if you want to enter old transactions, can't find your bank, or connect it to QuickBooks.
How do I manually import data into QuickBooks Online? ›
Select the blue tile for the account you want to upload the transactions into. Select the Link account▼ dropdown, then select Upload from file. Note: If your account is not connected yet to online banking, select Upload from file. Select Drag and drop or select files and select the file you downloaded from your bank.
How far back can you import transactions into QuickBooks Online? ›
Please know that the downloaded data in QuickBooks depends on what your bank shares with us. Some financial institutions let you download the last 90 days of transactions. Others can go back as far as 24 months.
How do I manually match transactions in QuickBooks Online? ›
Match with an existing transaction
- Go toTransactions, then select Bank transactions (Take me there).
- Find a downloaded record. ...
- Select the downloaded record to expand the view. ...
- Review the Suggested matches for any possible matching transactions already entered in QuickBooks.
How to Enter Batch Transactions in QuickBooks Online?
- Step 1: Go to the “+ New” Button. ...
- Step 2: Select “Batch Transactions” ...
- Step 3: Choose a Transaction Type. ...
- Step 4: Enter the Required Information. ...
- Step 5: Save the Batch Transaction.
Yes, you can import transactions into QuickBooks Desktop. To do this, download your transaction history from your bank's website in a QuickBooks-compatible format (QBO, CSV, or Excel). In QuickBooks, go to 'File,' then 'Utilities,' and select 'Import.
What cannot be imported into QuickBooks Online? ›
– QuickBooks will import transactions using only your home currency. – Links between transactions, such as invoices and payments, are not imported. – For Employee records, only basic information such as Name and Address and a few other fields common to other types of names can be imported.
What is the easiest way to migrate data to QBO? ›
QuickBooks Desktop Pro or Premier
- Sign in as an admin.
- Go to Company, then select Export Your Company File to QuickBooks Online.
- Select Get started.
- Sign in as an admin to your QuickBooks Online company.
- Select Choose online company, and choose the company you want to replace with your company file.
- Select Continue.
In this article, we'll explore some of the key drawbacks of QuickBooks Online, so you can make an informed decision for your accounting needs.
- Limited Functionality: ...
- Subscription Costs: ...
- Internet Dependency: ...
- Limited Customization compared to Desktop Version: ...
- Data Security Concerns:
import older data into an existing quickbooks online
- Go to Transactions, then Bank transactions.
- Select the blue tile for the account you want to upload the file.
- Select the Link account dropdown.
- Select Upload from file.
- Select Drag and drop or select files and select the file you downloaded from your bank.
To do this, follow these steps:
- From the Banking tab, select the account you're having trouble with.
- Select Update to download the latest transactions.
- Once the transactions are downloaded, select Add or Match to reconcile them with existing transactions in QuickBooks.
There are two ways to enter past sales and A/R transactions. Both methods ensure accurate reporting. Chronologically: Enter transactions (charges, invoices, credits, payments) in the same order they were created or received. This method creates a record of all the invoices you sent.
What are the three reasons why QBO might not suggest a match for online transactions? ›
These are due to the following:
- The transaction is older than 180 days.
- The dollar amount in QuickBooks is different than what cleared the bank.
- The transaction type is different in QuickBooks than at the bank. ...
- The transaction was recorded in a different bank account.
If it's a duplicate transaction, excluding makes sense. If it's a personal expense, it's best to add it to QuickBooks instead of excluding it. Otherwise, your bank account in QuickBooks won't match your bank statement when reconciling.
How do I match multiple transactions in QuickBooks Online? ›
Matching multiple transactions in QuickBooks Online is as simple as matching a single transaction. Once you're on the For Review tab, select all the transactions that you want to match up. Then click on Match and say Yes when prompted, “Are you sure you want to match these items?”
How do I edit bank transactions in QuickBooks Online? ›
From the Expenses Tab
- Go to Expenses (Take me there).
- Navigate to the transaction you wish to edit.
- Select View/Edit from the Action column to open the transaction window.
- Make the necessary changes.
- Select Save and Close.
Here are the steps to import transactions inside QuickBooks:
- Go to Transactions tab, then make sure to select Banking.
- Click the drop-down button for Link account and select Upload from file.
- Select Browse and choose the .CSV file. ...
- Select the QuickBooks Account where you want to upload it, and hit Next.
. Then, select Chart of accounts (Take me there).