How to Import Expenses into QuickBooks Desktop?

by James Antonio

Import Expenses into QuickBooks Desktop

Manually entering your business expenses and other details into your accounting software can be very time-consuming. There is always a chance that you may put in the wrong number, miss a decimal point, or make other minor errors when you enter information by hand. Luckily, by automatically importing expenses and other client data directly into QuickBooks can save you a lot of time and also helps in avoiding errors. Based on what you are adding to your accounting program; the procedure is slightly different.

Basic Steps to Import Expenses into QuickBooks

  • In the very first step, go to the “Upload File” menu and then upload the desired file
  • Next, choose the spreadsheet and your file consisting the expense detail that you wish to import
  • Now, select and click on the QB entity as an “Expense
  • After that, set up the mapping on the appropriate column in the expense import file to the corresponding fields
  • Finally, hit the “Import” and then the expenses will directly add to your company file.
Import Expenses into QuickBooks

Historic Credit Card and Bank Statements

However, sometimes you may require uploading the banking transaction or old credit card into QuickBooks records. For example, in the middle of an accounting period, if you wish to switch to QuickBooks then it is required to upload all old transactions into your records.

Likewise, if you are just starting QuickBooks and want to upload the startup expenses you accrued during the initial days of operating your company, you may also need to upload old transactions.

For other cases, you may wish to upload the banking or credit card statements from previous tax years so that you can easily generate reports comparing expenses or profits from this year with the numbers from last year. Here are the steps involved to do so:

  • Initially, sign up to your banking account or credit card for online access
  • Next, sign in your online account after opening the same
  • Ask to import your expense transaction history into a file formatted with a comma-separated value (CSV).
  • Along with that specify the time period
  • After that, customize the report

Note: Most providers of credit cards have a set of default fields that you cannot modify, as well as other fields that you can add if you wish.

  • Now, save the CSV formatted file into your system
  • Once you’re done with that, launch QuickBooks and then go to Banking section
  • Next, select the File Upload and then choose the Upload Transactions manually
  • Go to the Browse option
  • Enter the CSV file you’ve just saved from your credit card company or bank when a list of your files will appear
  • If this bank or credit card account is already in your QuickBooks records, pick the account using the drop-down menu and press Next
  • Click Add New and then add your account, if you have not already entered your account
  • Make sure that the import CSV file columns match the banking fields
  • Once again, hit the “Next” button once done the above step
  • Confirm whether you wish to accept after reviewing the transactions you imported
  • At last, click on the Finish or Let’s Go option.

QuickBooks can accept files with a size of up to 350 KB. When your credit card provider’s file is bigger than that, consider shortening the time span and try to download two or more files instead of making just one. Also, keep in mind that if the oldest transaction in your file is older than the opening balance date in the history of your QuickBooks account; the software automatically updates the balance as well as changes the opening day in your QuickBooks records.

Features of Dancing Numbers for QuickBooks Desktop





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

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

Vendor Transactions

Bill Payment
Purchase Order
Item Receipt
Vendor Credit

Banking Transactions

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

Employee Transaction / List

Time Tracking
Employee Payroll
Wage Items


Inventory Adjustment
Inventory Transfer
Vehicle Mileage

Technical Details

Devices Supported

  • Windows


  • On Premise

Language Support

  • English

Pricing Model

  • Annual Subscription

Customer Types

  • Small Business
  • Medium Business



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


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


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


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.

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