You can import data about received payments into QuickBooks Desktop using the inbuilt features, the QuickBooks API or the Dancing Numbers plugin.
If you’ve connected your bank account with QuickBooks Desktop, the data for payments received will be imported automatically. If you’ve downloaded the payment details from bank or from a payment processor, you’ll be able to filter it first using a spreadsheet app, and then import it into QuickBooks Desktop.
Dancing Numbers helps small businesses, entrepreneurs, and CPAs to do smart transferring of data to and from QuickBooks Desktop. Utilize import, export, and delete services of Dancing Numbers software.
You can easily Import Receive Payments from Excel to your QuickBooks Desktop directly through Dancing Numbers (Desktop).
Dancing Numbers has two versions – one for Quickbooks Online and the other for QuickBooks Desktop. In this post, we’ll rely on Dancing Numbers for QuickBooks Desktop to import payments received.
Supported Version: QuickBooks Desktop Premier, Pro, Accountant, and Enterprise editions.
You can download a free trial of the software easily from the Dancing Numbers Website. Follow the below-mentioned steps to get step by a step installation procedure.
Steps to Import Receive Payments using inbuilt features
QuickBooks also has built in features to import payments already received from customers. You can rely on these features to use a CSV or XLS file and import data related to customer payments.
Here are the steps to import receive payments using inbuilt features:
- Go to file and then click on the Data option.
- Click on Browse, then select the CSV or XLS file that contains the details about customer payments.
- Select Import.
- Map the data as per the fields in QuickBooks Desktop.
Steps to Import Received Payments using CSV Toolkit
Intuit provides a toolkit working with CSV files and importing them in QuickBooks Desktop.
Note: test with sample data before you import. Try to not use actual user data. Instead, use sample data that is similar in schema to the actual data that you want to import.
Steps to import the received payments using the CSV toolkit:
- Go to File Explorer and launch the setup for QuickBooks CSV toolkit.
- Unzip the downloaded file and double click on the toolkit to launch it.
- Launch the tool, and select Browse. Choose the CSV file that contains the customer received payments data.
- Follow through with the on-screen instructions to finish the import process.
Steps to import Received Payments using the QuickBooks API
If you’ve technical knowledge of working with APIs and databases, then you can use the ODBC database connector to import data into the company file. This may require you to install and configure the ODBC connector and then format the payments data as per the schema specified by QuickBooks Desktop.
You can learn more about this approach from the technical documentation provided by Intuit itself.
Steps to Import Receive Payments into QuickBooks Desktop
Now, it’s easier to import with Dancing Numbers with the powerful and simplified wizard. To start the bulk import of your files data to QuickBooks follows the mentioned steps.
First of all click Import (Start) button available on the home screen.
Step 1 – File Selection: For the selection of a file click “Select Your File“, you can also click “Browse File” to browse and choose the desired file from the local computer, alternatively you can click the “View Sample File” to go to the Dancing Numbers sample file.
Step 2 – Mapping: Now in the second step set up the mapping of the file column related to QuickBooks fields. Dancing Numbers template file do this step automatically, to use it download the Dancing Numbers template file.
Step 3 – Review and Import: To review your file data on the preview screen, just click on “Next” which shows your file data before Importing to QuickBooks.
Why use Dancing Numbers to Import Customer Payments in QuickBooks Desktop
QuickBooks Desktop does not have the features to actually link invoices with the customer payments that you import from a spreadsheet. This requires manual work on your part and also requires you to link all the invoices with the payments.
Dancing Numbers simplifies this process by merging both of these steps into one single step. Even though our plugin automates most of the process, you still need to reconcile the transactions in order to ensure accuracy of imported data and identify the missing transactions.
The tool further enables you to quickly undo any bulk operations. So if you accidentally import the incorrect date range for received payments, then you can use the undo option which is available from the history section. The undo quickly reverses the entire action and removes the imported transactions.
Mapping QuickBooks Fields
| Field Name | Format | Description |
| Customer | Text | Name of the customer |
| Date | MM/DD/YYYY | The date on which transactions occurred |
| Reference # | Numerical | Reference number related to the transaction |
| Total Amount | Numerical | The total due amount for payment |
| Payment Method | Text | Mode of the payment |
| A/R Account | Text | Accounts Receivable |
| Memo | Alphanumerical | Additional notes if any |
| Deposit to Account | Text | Inform whether the amount is deposited to the account or not |
| Applied to | Alphanumeric | Customer Invoice Reference Number |
| Amount | Numeric | Total Amount Received |
| Balance Amount | Numeric | The remaining amount needs to pay |
| Unique ID | Internal QuickBooks ID | Unique Number Assigned by QuickBooks |
Import Settings
To make your file more customizable, the set of tools is available with import settings at the top right-hand side corner.
You can of course define custom mappings and even save them for reuse. After you’re done mapping all the data, you can use the “Save Custom Mapping” and then give the mapping a custom name. When you want to import a different set of received payments, then you can use the saved mappings for yourself. This is always an efficient way to work through this issue.
Accounting Professionals, CPA, Enterprises, Owners
Looking for a professional expert to get the right assistance for your problems? Here, we have a team of professional and experienced team members to fix your technical, functional, data transfer, installation, update, upgrade, or data migrations errors. We are here at Dancing Numbers available to assist you with all your queries. To fix these queries you can get in touch with us via a toll-free number
+1-800-596-0806 or chat with experts.
Frequently Asked Questions
I want to Import Payments with Reference Numbers from the File. Will it be Supported?
Yes, it’s supported. However, you’ll have to import data that contains the reference numbers. This makes sure that you are able to work with transactions and associate a custom
Will Your Application Support Multi-Line Transactions?
Yes. However, the same Payment reference Number is required to be mentioned in multiple lines to group the lines and the Total is supposed to Match.
I made some mistakes in the import process and my QuickBooks company files have been corrupted. Can I undo or revert my import?
It is possible to undo the import partially or completely with the undo feature available. The undo features become available right after you import the customer payments. If you believe that your company file has been corrupted, then you can reach out to our team for help.
Does your QuickBooks plugin support importing taxes along with customer payment details?
Yes, it does. In addition to customer payments, you can import sales tax data, though you may have to link it manually to the payments that you import. Further, if you make any payments towards these sales taxes, then you’ll have to link them as well.
My File has Some Specific Date Format. I don’t want to Change the File. Will Your Product Support all Date Formats?
No, it doesn’t. QuickBooks Desktop requires data in a specific format. So you need to specify the specific date format as MM/DD/YYYY.
Do You have Any Sample Templates?
Yes, we provide pre-built templates that have sample data in it. You can use these templates to format your own data before you import them into QuickBooks. The data in these templates is provided as an example, so you can replace it with your own.
What are the file types supported by your application?
Dancing Numbers for QuickBooks Desktop supports CSV, XLS, and XLSX. Most accounting solutions and related platforms can work with these formats. For instance, you can export the customer payment data as a CSV file from Stripe, and then use our app to import the CSV into QuickBooks Desktop.
Where to contact if I cannot figure out how to import customer payment into QuickBooks Desktop?
Feel free to drop an email to support@dancingnumbers.com or visit our dedicated Support Center at https://www.dancingnumbers.com/support/ for a quick answer.
