Excel to QuickBooks Conversion

by James Antonio

QuickBooks helps you locate your critical financial data and transfer the data at no cost. If you handle your company or clients’ books of accounts, it’s essential for you to know the process and tools you can use to make a swift and free switch to QuickBooks Online.

You can import your vendor, customer, chart of accounts, and inventory data from an Excel spreadsheet to QuickBooks.

You can also do a full backup of your or your client’s files before importing and converting files to avoid losing critical information. While importing Excel files from your computer, QuickBooks automatically opens an Excel spreadsheet where you can enter your business details.

Points to Remember while you Import and Export Data from Excel to QuickBooks

  • As you cannot undo the info you import, you must make a backup just in case.
  • We suggest you consider talking to your accountant before you import data.
  • You can check out the Intuit Marketplace to see apps that help you import data.

How to Upload a CSV file or an Excel Data File into QuickBooks?

To import a list in the CSV format, you have to install the QuickBooks Import Excel and CSV toolkit, which consist of:

  • Import from Excel and CSV Manual: a PDF document with best practices, instructions, and notes.
  • XLS Example Folder: a sample Excel file containing 4 worksheets, one for each type of list.
  • Allowed fields: a reference guide describing what fields are available for CSV and Excel import.
  • CSV Examples Folder: 4 sample CSV files, one for each type of list.

Steps to Install the QuickBooks Import Excel and CSV Toolkit:

  1. Firstly, Open the file download window for the toolkit, then select Save.
  2. Secondly, go to your Windows Desktop, then choose Save.
  3. Then double-click on QuickBooks_Import_Excel_and_CSV.exe on your Windows desktop to open the WinZip Self-Extractor window.
  4. Next select Browse, choose the folder where you want to install the toolkit, then OK.
  5. Now select Unzip to extract the contents, and then choose Close to close the WinZip Self-Extractor window.
  6. Finally, open the QuickBooks Import Excel and CSV folder from the location you selected in step 4.

Import and Export QuickBooks Data with MS Excel Files

You can import Vendor, Customer, Items, and Chart of Accounts from an Excel spreadsheet to QuickBooks. There are numerous options available while importing Excel files from QuickBooks.

Let’s dive into the options available:

Choice 1: Standard Import

QuickBooks presents a formatted Excel spreadsheet where you can enter your information.

To Import Vendors, Customers, and Products you sell

  • First, Go to the File menu, click on Utilities, then Import, and then select Excel Files.
  • If you get the Edit/Add Multiple List Entries window, then click No.
  • Now follow the wizard for importing files.
    • Select the type of data for importing.
    • QuickBooks opens a formatted excel spreadsheet; once you have entered your information, save the File, and then closed it, you will be given the option to Add My Data Now.
    • You can review results and view Data in QuickBooks.
    • Now select Close when done.

Note: If you want to import additional vendor, customer, or item data from excel using this standard option, you can always go back to this window.

To import Chart of Accounts

Note: Before importing, we suggest that you create a backup of your company file.

  • First of all, go to the Lists menu, then select Chart of Accounts.
  • Then, select the Account dropdown at the bottom, then choose Import from Excel.
  • Next, click on Browse to select the Excel file you want to import.
  • Select the File, then select Open.
  • Select the Excel Sheet where the data you want to import is.
  • Then Map your accounts.
  • Mapping your accounts direct QuickBooks how to import the data from your Excel sheet.
    The column headings in QuickBooks might be different from your Excel, so you’d have to match them.  
    • First, type in a mapping name.
    • Then select Account as Import type.
    • You need to match the information under QuickBooks with the column headings in your Excel sheet.
    • Select Save.
  • Now select Import. If it’s your first time importing, select Yes to confirm the process.

Choice 2: Edit/Add Multiple Lists

This option enables you to add and edit multiple vendors, customers, and items.

  • From the Lists menu, select Add/Edit Multiple List Entries.
  • Select the List dropdown and choose the list you need to work with.
  • Next, filter the list to see a particular record.
  • (Optional) Select the Customize Columns button to choose which columns you want to see in the Add/Edit Multiple List Entries windows. This way, you can efficiently work on the columns you need. Select the Default button to return to the preset columns for the list.
  • Select OK.

Note: Columns like customer or vendor name are required and cannot be removed. You can only change their order.

  • Add or edit the entries by clicking the appropriate fields. Note that you can copy (Ctrl+C) data from Excel and paste (Ctrl+V) it into this window. You can also Copy down and Duplicate rows (highlight any field and select Copy Down and Duplicate Row)
  • Select Save Changes.

After saving your changes, you will receive a warning telling you the number of saved records. QuickBooks will also show you if there are errors that need to be fixed.

To fix the errors:

  1. Click or hover your mouse in any field to see what the error is.
  2. Update the record to fix the errors.
  3. Select Save Changes and repeat the process until all errors are fixed.

    Note that if you don’t want to fix an error, you can save the changes you’ve made so far and select Close without making further changes. QuickBooks will not save the changes that contain errors.

Export Excel Files

You can export Vendor, Customer, Payroll lists and transactions, as well as the Items list, into your Excel spreadsheet.

If you want to change a report’s contents or appearance in ways that are not available in your QuickBooks, you can also export reports and customize them in Excel without changing your QuickBooks data.

Vendor/Customer/Payroll List and Transactions

  1. First, open the Customer/Vendor/Payroll center.
  2. Then, select Excel dropdown and select:
    • Export Vendor/Customer/Employee list if you have to export customer/employee/vendor data such as balances, name, and contact details.
    • Export Transactions if you need to export transactions (either by name or transaction type).
  3. In the Export window, select whether to create a new worksheet or update an existing worksheet.
  4. Select the Export button. QuickBooks opens MS Excel, and you can edit the information as needed.

Items

  1. Go to the Lists menu, select Item List.
  2. On the Excel drop down, choose Export all Items.
  3. In the Export window, select whether you want to create a new worksheet or update an existing worksheet.
  4. Select the Export button. QuickBooks opens MS Excel. You can edit the information as needed.

Reports

Information that your QuickBooks exports to Excel consist of:

  • Your data in the report, as it is displayed on the screen.
  • The formula for totals, subtotals, and other calculations.
  • The row labels that describe the contents of each row
  • Headers and footers from the QuickBooks report.
  1. Open the report you want to export.
  2. Select the Excel dropdown at the top of the report, then select Create New Worksheet or Update Existing Worksheet.
  3. In the Send Report to Excel window, choose what you’d like to do with the report.
  4. Select the Advanced button to see other available options for the exported report, then select OK. To ensure the exported report will show Header information.
  5. If you are using a newer version of MS Excel and the exported report does not show header information, go to the Printing options section and make sure the On Printed report and screen option is selected.
  6. Select the Export button. QuickBooks opens MS Excel. You can edit your data as needed.

Steps to Convert Transactions from Excel to QuickBooks

Step 1: Enter the transactions in Excel or Excel format from your online banking or credit card website or download transactions in CSV.

The first line of the CSV file has to be the header with column names such as amount, date, payee, memo, check number. Every transaction should take one line in the CSV/Excel file.

If created in Excel, you need to save your Excel/CSV file before converting.

Step 2: Determine the importable Format Based on your QuickBooks Version

QuickBooks imports QBO and IIF formats. The QBO format is for credit card and bank transactions only. The IIF format enables entries for all accounts but requires more details.

QuickBooks import QBO files till it becomes three years old. After which, your QuickBooks needs to be upgraded.

Step 3: Convert the Transactions in Excel/CSV format to QBO or IIF format.

You need to download Bank2QBO to convert to QBO or Bank2IIF to convert to IIF format.

Both Windows and macOS versions are available; you can install them on your computer.

IMPORTANT: Bank2QBO is now substituted with the Transactions app, which converts to more formats and converts from more formats.

  • Start the converter and open the Excel file or CSV file.
  • Check how transactions are parsed and click Review Mapping if needed. Custom mapping eases when the parser cannot detect columns automatically.
  • Before converting to an IIF file, you need to set the account type and account name.
  • Click the “Convert” button to create a QBO or IIF file.
  • The converter uses your CSV/Excel filename and its location as the new File base name. You can adjust the filename and its location before converting it.
  • If you mark the “Open after save” checkbox, the converter will do a system call to open the created File.
  • By default, IIF files and QBO must be opened by Quickbooks installed on your system.

If the checkbox was not set, then you need to do the following to import created File:

  • For QBO files, switch to Quickbooks and then select File->Utilities->Import->Web Connect
  • For IIF files, switch to Quickbooks and then select File ->Utilities->Import->IIF file.

Steps to Import Bank Transactions from Excel to QuickBooks

You will have to import your bank transactions using the.QBO format because importing bank transactions to QuickBooks Desktop (QBDT) using the. CSV file is not possible.

Let us show you how to do it:

  • First of all, sign in to your Bank and download the transaction as a .QBO file.
  • Then, in your QBDT. Go to the “File” menu.
  • Next, select Utilities, then Import, and then click on Web Connect Files.
  • Click the .QBO file you have saved, then select Open.
  • Select your bank account.
  • Click on Continue.
  • You should see a dialogue box notifying you that the data has been successfully read into QuickBooks and then select OK.
  • Now, go to the Bank Feeds Center.

How can I Import my Excel Bills into QuickBooks?

First of all, Click on the “Upload File” Menu and then upload your file. Select your spreadsheet which has the bills that you want to import. Then select the QuickBooks entity as Bills. Now set up the mapping of the columns in your bills import file to the corresponding fields in QuickBooks.

Can I Import Transactions into my QuickBooks?

Yes, To Import your transactions into QuickBooks, you need to go to the Profile ⚙ icon and select Imports. Then select Import transactions. Now you can follow the onscreen steps to upload the CSV file. Then click Import.

Can I Scan my Invoices into QuickBooks?

Yes. QuickBooks Scan Manager allows you to quickly scan receipts and documents and add them to your invoices, bills, sales receipts, and other transactions.

How can I Import Journal Entries into my QuickBooks Desktop from Excel?

First of all, Go to the File menu, select Utilities, then Import. Next, Select General Journal Entries. Find and select the QBJ file you saved. Then, on the Add General Journal Entries window, you’ll see all the journal entries your accountant sent.

Features of Dancing Numbers for QuickBooks Desktop

Imports

Exports

Deletes

Customization

How Dancing Numbers Will Help You

 

Dancing Numbers is SaaS-based software that can easily be integrated with your QuickBooks account. You can import, export, and delete lists or transactions from your company file. Using Dancing Numbers you can simplify and automate the process, saving time and increasing productivity. Just fill in a few fields and apply the relevant features to complete the task.

It saves your time and money that you can invest in your business. It has no human errors, works automatically, provides a user-friendly interface (easy to use and learn), and more. You can also have access to the comprehensive features set if you use it to import, export, and delete services.

Supported Entities/Lists

Dancing Numbers supports all QuickBooks entities that are mentioned below:-

Customer Transactions

Invoice
Receive Payment
Estimate
Credit Memo/Return Receipt
Sales Receipt
Sales Order
Statement Charge

Vendor Transactions

Bill
Bill Payment
Purchase Order
Item Receipt
Vendor Credit

Banking Transactions

Check
Journal Entry
Deposit
Transfer Funds
Bank Statement
Credit Card Statement
Credit Card Charge
Credit Card Credit

Employee Transaction / List

Time Tracking
Employee Payroll
Wage Items

Others

Inventory Adjustment
Inventory Transfer
Vehicle Mileage

Technical Details

Devices Supported

  • Windows

Deployment

  • On Premise

Language Support

  • English

Pricing Model

  • Annual Subscription

Customer Types

  • Small Business
  • Medium Business

Pricing

img

Importer, Exporter & Deleter

*See our Pricing for up to 3 Company Files

$199/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Unlimited Export
  • Unlimited Import
  • Unlimited Delete

img

Accountant Basic

*See our Pricing for up to 10 Company Files.

$499/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Importer,Exporter,Deleter
  • Unlimited Users
  • Unlimited Records
  • Upto 10 companies

img

Accountant Pro

*See our Pricing for up to 20 Company Files.

$899/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Importer, Exporter, Deleter
  • Unlimited Users
  • Unlimited Records
  • Up to 20 companies

img

Accountant Premium

*See our Pricing for up to 50 Company Files.

$1999/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Importer, Exporter, Deleter
  • Unlimited Users
  • Unlimited Records
  • Up to 50 companies

Frequently Asked Questions

 
How and What all can I Export in Dancing Numbers?

You need to click "Start" to Export data From QuickBooks Desktop using Dancing Numbers, and In the export process, you need to select the type you want to export, like lists, transactions, etc. After that, apply the filters, select the fields, and then do the export.

You can export a Chart of Accounts, Customers, Items, and all the available transactions from QuickBooks Desktop.


How can I Import in Dancing Numbers?

To use the service, you have to open both the software QuickBooks and Dancing Numbers on your system. To import the data, you have to update the Dancing Numbers file and then map the fields and import it.


How can I Delete in Dancing Numbers?

In the Delete process, select the file, lists, or transactions you want to delete, then apply the filters on the file and then click on the Delete option.


How can I import Credit Card charges into QuickBooks Desktop?

First of all, Click the Import (Start) available on the Home Screen. For selecting the file, click on "select your file," Alternatively, you can also click "Browse file" to browse and choose the desired file. You can also click on the "View sample file" to go to the Dancing Numbers sample file. Then, set up the mapping of the file column related to QuickBooks fields. To review your file data on the preview screen, just click on "next," which shows your file data.


Which file types are supported by Dancing Numbers?

XLS, XLXS, etc., are supported file formats by Dancing Numbers.


What is the pricing range of the Dancing Numbers subscription Plan?

Dancing Numbers offers four varieties of plans. The most popular one is the basic plan and the Accountant basic, the Accountant pro, and Accountant Premium.


How can I contact the customer service of Dancing Numbers if any issue arises after purchasing?

We provide you support through different channels (Email/Chat/Phone) for your issues, doubts, and queries. We are always available to resolve your issues related to Sales, Technical Queries/Issues, and ON boarding questions in real-time. You can even get the benefits of anytime availability of Premium support for all your issues.


How can I Import Price Level List into QuickBooks Desktop through Dancing Numbers?

First, click the import button on the Home Screen. Then click "Select your file" from your system. Next, set up the mapping of the file column related to the QuickBooks field. Dancing Numbers template file does this automatically; you just need to download the Dancing Number Template file.

To review your file data on the preview screen, just click on "next," which shows your file data.

Get Support

The Bulk Import, Export, and Deletion can be performed with just an easy single-click. We offer a simplified process that assures you that you will be able to focus on your core work.

Are you worried about losing your time with error-prone software? Worry no more. Our error-free add-on lets you focus on your work and boost your productivity rate to a considerable extent.

Most Recent Updates

Top