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Manually upload transactions into QuickBooks Online

SOLVED•by QuickBooks•134•Updated 7 days ago

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:

Tip: You can use the Subtitles feature to watch this video in your local language. To do this, turn on subtitles by selecting the video Settings ⚙, then Subtitles/CC, and English (auto-generated). Repeat this process and select Autotranslate to update the subtitles to a language of your choice.

Step 1: Pick a start date

To avoid entering duplicates, you need to know the date of the oldest existing transaction in the account:

  1. Go to Settings ⚙ and select Chart of accounts (Take me there).
  2. Find the bank or credit card account you want to upload the transactions into.
  3. Select Account history.
  4. 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

  1. Sign in to your bank or credit card's website.
  2. Follow the instructions on how to download CSV files of your transactions to your computer. Every financial institution has different steps.
  3. Make sure the date range for the download begins at least one day before your oldest transaction.
  4. 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

  1. Go to Transactions, then select Bank transactions (Take me there).
  2. Select the blue tile for the account you want to upload the transactions into.
  3. Select the Link account ▼ dropdown and then Upload from file.
  4. Select Drag and drop or select files and then select the file you downloaded from your bank. Then select Continue.
  5. In the QuickBooks account ▼ dropdown, select the account you want to upload the transactions into. Then select Continue.
  6. Follow the onscreen steps to match the columns on the file with the correct fields in QuickBooks. Then select Continue.
  7. Select the transactions you would like to import. Then select Continue.
  8. Select Yes.
  9. When you've accepted your transactions, select Done.

If you see an error message, don't worry. Here's how to fix errors while uploading your transactions.

Follow these steps if you don't plan to connect your account, or your bank can't connect to QuickBooks:

  1. Go to Transactions, then select Bank transactions (Take me there).
  2. Select Upload transactions.
  3. Select Drag and drop or select files and then select the file you downloaded from your bank. Then select Continue.
  4. In the QuickBooks account ▼ dropdown, select the account you want to upload the transactions into. Then select Continue.
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 connect a new bank account.
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 connect a new bank account.
  1. Follow the onscreen steps to match the columns on the file with the correct fields in QuickBooks. Then select Continue.
  2. Select the transactions you would like to import. Then select Continue.
  3. Select Yes.
  4. When you've accepted your transactions, select Done.

If you see an error message, don't worry. Here's how to fix errors while uploading your 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.

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