How to Import Receive Payments into QuickBooks Desktop?

by James Antonio

Currently, many companies use an online payment transaction system and they can easily access the transaction register in a value file separated by a comma or as a QuickBooks IIF file. This can help in saving a lot of data entry and mistakes that might happen. But if you start from a CSV file, at the beginning you may need to spend some time getting the data into adjacent columns. So, it helps you later in how to import received payments into QuickBooks Desktop. In this article, we will see the steps for import and the detailed description of QB fields that you can map.

Import Receive Payments into QuickBooks Desktop

A Simple procedure for how to import receive payments into QuickBooks Desktop

Perform the below-mentioned steps in the given sequence:

  • Initially, open CSV file in spreadsheet or Excel
  • Ensure that you have to keep the columns in the following adjacent order like Transaction Type, Date, Name, and Account
  • This can help you to import easily and also many times may online payment systems so make sure put this information a non-adjacent columns
  • Save the file as a CSV
  • The above steps do not require if you use an IIF file
  • Next, launch QuickBooks and open the company data file
  • Make sure, login as an Administrator
  • Go to QuickBooks toolbar and click on the Backup icon (do this step every time when you are importing files as it prevents in case something is wrong)
  • Now, go the “File” and then “Utilities
  • After that, choose “Import” option
  • Choose the type of file either “CSV” or “IIF” that you wish to import
  • After that, a window opens that allows you to navigate to the particular file
  • Then choose the desired file that you wish to import
  • Preview it once by selecting the rows and columns that you wish to import
  • In order to import only payments then select those rows only for import
  • Now, click on the “open” button and QuickBooks pops up a message stated that the data has been successfully imported
  • Finally, to close the display message hit the “OK” button.

A Detailed Description of QuickBooks Fields that You Can Map

Field Name




Reference text (41 characters are the maximum length)

Customer reference for the options: Customer lookup strategies with import settings- first name, full name, company name, resale number, account number, lookup, custom field

Statement Charge No.

Reference text

It is a linked statement charge transaction reference number

Payment Number

Text (with a max length of 11 characters)

Transaction reference number

Payment date


Date of the payment


Text (with a max 4095 characters)

Having the description regarding the payment for the product

Payment method

Reference text (with a max length of 31 characters)

Mode of payment

Invoice number

Reference text

It is linked invoice transaction reference number

Statement charge number

Reference text

It is linked statement charge transaction reference number



The amount that is mentioned on the Receipt



It is the reference to the currency amounts related to transaction expressed

Discount class

Reference text (with a max length of 31 characters)

The discount class is that applied on the discount amount

Discount amount


The amount that is discounted on the product price

AR Account

Reference text (with a max length of 31 characters)

Account receivable account reference to this payment

Exchange rate


Default is 1 (applicable if the multi currency is enabled for the company)

The number of units of home currency needed is equal to one unit of currency which is specified in the Currency

Discount account

Reference text (with a max length of 31 characters)

In this, you can track the discount in the account

Import Settings that you Have to Take Care of are as Follows:

Import settings help you in customization of your data file. This is done in the while you are doing the process where you get the options to do. It is also mention in the Edit menu option from where you can change the settings also. The settings that are important are mentioned below:-

  • To find the matching transaction in the QuickBooks- you can do it with the help of identifier to find the existing transactions of payment in your account.
  • The action taken when you get the matched transaction- In this when you get the existing transaction in your account then there is an action that needs to be taken. The action that you can take is Ignore, Append, Duplicate, or Update the transactions of receive payments in the QuickBooks account.
  • For the Pre-import Validations- You have to validate the file completely that you want to import in your QuickBooks account. Turn this setting on and then clean up all the issues if there are any after that the rows of the file can be imported. It can also take some time to do the process.

Nowadays, you can receive and process right in QuickBooks Desktop with much ease. The above-discussed steps also make it easy to import received payments into QuickBooks Desktop without giving much effort.

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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