How to Import and Export Data in QuickBooks Desktop?

If you’ve been browsing the web for information on how to import and export data from QuickBooks desktop, you’ve come […]

If you’ve been browsing the web for information on how to import and export data from QuickBooks desktop, you’ve come to the right spot. Although you might believe that the only way to obtain information is to start from scratch, it’s actually possible to transfer data to and from QuickBooks. This procedure not only saves you a great deal of time that you can use for more crucial tasks, but it also makes it easier for you to convert, upgrade, or create new company files. A few fundamental steps, which we will cover later in this post, are involved in the import and export of data in QuickBooks.

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The instructions for importing transactions from Excel into QuickBooks Desktop are being shown to us. With QuickBooks, you can effectively use any third-party utility to import or export transactional data into Excel or CSV files. In order to streamline the procedure even more, a QuickBooks automation tool designed specifically for QuickBooks Desktop. It allows you to quickly import, export, and remove large amounts of transaction data from QuickBooks Desktop.

Thus, make sure you follow the instructions through to the end and don’t skip any of them.

A Brief Into The Process To Import And Export Data

When we discuss data importation, we mean the importation of general journal entries, bank transactions, accountant changes, and batch transactions. Additionally, the vendors and customers can be imported. Additionally, the same, including the available vendor and customer lists, journal entries, etc., can be exported. We will examine various lists and types of transactions that can be imported into QuickBooks.

Lists You can Import

The amount of data that you can import is vast. Let’s look at the elements that you can import without experiencing any problems.

Chart of Accounts

The general ledger of a business contains an index of all the financial accounts, called a chart of accounts (COA). All of the financial transactions that a business carried out during a particular accounting period are listed, by category and line item, in this organizational tool.

Type of Vendor

While vendors come in a variety of forms, they generally fit into one or both of the following four categories: Manufacturer: Manufacturers create final products from raw materials and resell them to retailers and wholesalers. Retailers are businesses who purchase goods from other suppliers and resell them to customers.


Professionals who work for an organization in exchange for pay or a salary are known as employees. To join the team, workers negotiate terms and formally enter into agreements with employers, typically by signing employment contracts or offer letters.


A specific section of a list, report, or sequence.

Method of Shipping

For any mode of transportation or particular carrier you choose to use to ship your orders, you can specify the shipping options.


A quick note taken to help with memory or for future use.

To Do List

A list of things that need to be done or things that one plans to complete, usually jotted down on paper as a memory aid.

Codes of Sales Tax

These codes consist of a string of numbers that are used to identify and categorize goods that are sold all over the world in terms of taxes. Everything, including shoes and blouses, is categorized in order to ascertain precise rates and subsequently apply the appropriate tax charge.

Customer or Customer Jobs

A customer in the context of sales, business, and economics is a person who purchases a good or service from a vendor, seller, or supplier in return for cash or another valuable good. This individual goes by the names purchaser, buyer, or client as well. Notice: An outside organization is the author of this content.


A class is a blueprint that lists the variables and functions shared by all objects of a particular type.

Terms of Payment

Your company’s payment terms specify how, when, and how your clients or customers are to make payments to you.

Messages of customer

Agents in a call center setting can communicate with customers via voice, chat, SMS, email, and other channels. These are known as customer service messages.

Sale Report

A sales report, sometimes called a sales analysis report, is a detailed account of every sale that occurs in a business over a specific time frame.


A vendor is a person or a company that sells goods; they are also referred to as suppliers.


Based on income and expenses, a budget is a spending plan. Put differently, it represents an approximation of the total amount of money you will earn and expend during a specific timeframe, like a month or a year.

Methods of Payment

The different ways that consumers can pay for goods and services that they buy are referred to as payment methods.

Type of Job

The regular labor that one does in order to make money a specific piece of work, something for which you are accountable.

Price Level

The average price of all the goods and services produced in an economy at any given time is known as the price level.

Transactions that can be imported

Let’s talk now about the transactions that can be imported. The list of transactions that can be imported is as follows:

  • Beginning Balances of Accounts
  • Cash Sales to the customers
  • Checks
  • Deposits
  • Invoices
  • Account transfer of funds
  • Bills of vendor
  • Estimates
  • Payments from Customers
  • Purchase Orders
  • Journal Entries (general)
  • Credit memos to the customers
  • Refunds of credit cards to customers

Key Points for the Process of Import and Export

There are a few things you should keep in mind when importing and exporting data in QuickBooks. Examining a few of the most significant ones will help:

  • You should create a backup of your data files for security reasons, as you cannot undo the import of information.
  • Prior to importing the data, you should also consult the accountant.
  • Another crucial step is to search for apps on the Intuit marketplace that can help you import the data.

Process To Import And Export Information With QuickBooks Desktop

The steps for importing and exporting different items may vary, so let’s examine each item individually:

MS Excel

A few fundamental steps are involved in the typical MS Excel import procedure. You can enter the data in an Excel spreadsheet that has been formatted by QuickBooks. You can examine results and view data in QuickBooks after you save and close your file. The following procedures can be followed in order to import clients, suppliers, and goods:

  • Proceed to the File menu and select the Utilities entry.
  • Select the Import option.
  • Click on the Excel Files after that.
MS Excel
  • In the event that the Add or Edit Multiple List Entries window appears, you should select No.
  • In order to import the files, follow the wizard:
    • Select the data type.
    • An Excel Spreadsheet in format opens in QuickBooks. You’ll be prompted to Add My Data Now after you’ve entered the data, saved the file, and closed it.
    • Next, evaluate the outcomes and access the data in QuickBooks.
    • When you’re done, choose the Close option to put an end to it.

The important thing to remember about this is that you can always return to this window option if you need to import more customer, vendor, or item data from Excel.

Using of CSV Files

Installing the QuickBooks import excel and CSV toolkit is required in order to import a list in the CSV format. Included in the tool kit will be the following parts:

  • The Import from Excel and CSV Manual is a PDF guide that includes notes, best practices, and instructions.
  • The XLS Example Folder is an Excel file with four worksheets, one for every kind of list.
  • Fields that are available for the CSV and Excel import are listed in the “Allowed Fields” reference guide.
  • Each type of list has an example CSV file in the CSV Examples Folder.

If Microsoft Excel is not installed on your computer or if you would like to view and edit the data in a different format, you can export CSV files.

Customers and Vendors

  • The first step is to open the Customer/Vendor Centre.
  • Select any of the following options after clicking the Excel drop-down menu:
    • Export Vendor/Customer List: If you would like to export customer data, including contact details, balance, or name,
    • Exporting of Transaction: Additionally, If you want to export the transactions, do so.
  • The Create a comma separated values file option must now be selected in the export window.
  • Now you can navigate and then select the Export option.
Create a Comma Separated Values
  • Choose the Location where you want to save the File after giving it a Name.
  • Locate, open, and Edit the file as well, if necessary.


  • You must select the Report option in order to do this.
  • Select the drop-down menu for Excel located at the report’s top.
  • Select Create a New Worksheet.
Create a New Worksheet
  • Furthermore, choose on the send report to Excel window, create a comma-separated values file.
create a comma-separated values file
  • Select Export after that.
  • After that give the file a name and choose where to save it.
  • You can find, open, and modify the file as needed.

Import and Export of IIF’s

The following are the steps to export IIFs:

  • You must sign in to the company file as an administrator first.
  • Now navigate and select the File option.
  • From the drop down menu of File menu, navigate and select Switch to single user mode.
  • Next, navigate and select the Utilities tab by clicking on the file menu.
  • You must select the Export option for the following step.
  • Select the option for Exporting IIF files.
Steps to Export IIF file
  • Next, from the save in dropdown, you must select the Location where the IIF will be saved.
  • Next, Select Save and give the file a name in the menu.
  • Selecting the OK button completes the process.

Steps of Importing a IIF’s

  • Signing in as an administrator in the company file is the first step.
  • Proceed to File from there and select Switch to single user mode.
  • Create a backup of the company file. If the data imports differently than expected, you can restore it.
  • Choose the Utilities and Import options from the File menu after that. Furthermore, Choose Import IIF files.
Import IIF files
  • Next, you have to look through the IIF File, pick it, and open it.
  • Selecting OK will validate the imported data in the final step.

Importing of the Batch Transaction from the Accountant

Importing of the Batch Transaction from the Accountant

The following procedures must be followed in order to import batch transactions from the accountant:

  • From the Accountant menu, you must select the Batch enter transactions at the beginning.
  • After selecting the Transactions option from the drop-down menu, you must enter.
  • Invoices, credit memos, bills, deposits, credit card charges or credits, and bill credits can all be entered more than once, but only in QuickBooks versions that are compatible.
  • Next, Select the relevant bank, credit card, or AR/AP account using the down arrow. For account setup, you can also choose the Add new option.
  • Now that you have the Spreadsheet with the transactions, open it and paste it into QuickBooks.
  • The Column of spreadsheets must be arranged to correspond with the QuickBooks batch and then enter the transactions screen’s column in order.
  • Next, Select the Transactional data, right-click on it, and choose Copy from the menu.
  • Then, in the Batch enter transactions screen, right-click the First date field in the list and select Paste.
  • This will display the Batch of enter transactions which is based on the data in the spreadsheet.
  • Continue with the steps to include every transaction.
  • To save, Select save transactions and press the Yes button.
  • To complete the import process, choose OK at the end.

Although the batch transactions cannot be exported, you can copy several transactions using the enter batch transactions feature from one company file to another in a form that can be imported.

All pertinent information regarding the import and export of various data types in QuickBooks desktop has been meticulously compiled by our team of certified experts into this article. If any of your questions are still unanswered, feel free to contact us, at our dedicated support helpline. If you would prefer that we handle the QuickBooks desktop export and import process on your behalf, please get in touch with us. Our Dancing Numbers team consists of knowledgeable and certified accounting specialists.

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Frequently Asked Questions

Which kind of Data are Supported by QuickBooks Desktop for Import and Export?

In QuickBooks Desktop, ancillary data types, bank and credit card transactions, invoices, employee, vendor, and customer lists, and purchases are among the various data types that can be imported and exported.

Can I Import and Export Data between QuickBooks Desktop Versions?

Yes, indeed! Data import and export are supported between QuickBooks versions. Nonetheless, both versions should be able to use the data.

Can data be Imported into QuickBooks Desktop from Another Accounting Programme?

Yes, indeed! QuickBooks Desktop users have the ability to import data from other accounting programmes. This can be accomplished by using the Intuit import tool or a few other third-party tools.

Is it Possible to Export and Import Data between QuickBooks Desktop and QuickBooks Online?

Yes, indeed! Data between QuickBooks Desktop and QuickBooks Online is easily exportable and importable. You can use third-party tools that make data conversion easier or the built-in export and import features for this.

Which File Formats can be Imported and Exported using QuickBooks?

Information can be imported into QuickBooks Online using an XLS/XLSX file, Google Sheets, or a CSV (Comma Separated Values) file.

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