Manually upload transactions into QuickBooks Online (2024)

Learn how to get transactions from your bank or credit cards and manually import them into QuickBooks Online.

Online bankingis one of the biggest timesavers in QuickBooks Online. When you connect your bank and credit card accounts, QuickBooks automatically downloads transactions up to a certain date.

If you want to enter older transactions, or if your bank or credit card can't connect to QuickBooks, you can still upload transactions manually.

In this article, you'll learn how to:

Step 1: Pick a start date

To avoid entering duplicates, you need to know the date of the oldest existing transaction in the account:

Go to Settings ⚙ and select Chart of accounts (Take me there).
Find the bank or credit card account you want to upload the transactions into.
SelectAccount history.
Find and write down the date of the oldest transaction. Usually, the oldest transaction is the opening balance.

Step 2: Get transactions from your bank

Sign in to your bank or credit card's website.
Follow the instructions on how to download CSV files of your transactions to your computer. Every financial institution has different steps.
Make sure the date range for the download begins at least one day before your oldest transaction.
Download your transactions.Save the file somewhere you can easily find it, like your computer's desktop.

Tip:Your bank may offer a few file formats. If possible, pick the QuickBooks Online data (QBO) format. These are formatted specifically for QuickBooks Online. You can also upload transactions from a CSV file.

Step 3: Review the file format and size

Open and review the file from your bank. Make sure it'sin the correct formatbefore you upload it.

Step 4: Manually upload the transactions

For accounts connected to online banking

Go to Transactions, then select Bank transactions (Take me there).
Select the blue tile for the account you want to upload the transactions into.
Select theLink account▼ dropdownandthenUpload from file.
Select Drag and drop or select files and then select the file you downloaded from your bank. Then select Continue.
In the QuickBooks account▼dropdown, select the account you want to upload the transactions into. Then select Continue.
Follow the onscreen steps to match the columns on the file with the correct fields in QuickBooks. Then select Continue.
Select the transactions you would like to import. Then select Continue.
Select Yes.
When you've accepted your transactions, select Done.

If you see an error message, don't worry. Here's how tofix errors while uploading your transactions.

For accounts not connected to online banking

Follow these steps if you don't plan to connect your account, or your bank can't connect to QuickBooks:

Go to Transactions, then select Bank transactions (Take me there).
Select Upload transactions.
Select Drag and drop or select files and then select the file you downloaded from your bank. Then select Continue.
In the QuickBooks account ▼ dropdown, select the account you want to upload the transactions into. Then select Continue.

If you're new to QuickBooks, you may not have an account to upload the transactions into. If you don't see one, select Add New▼ from the dropdown to connect a new bank account.

Follow the onscreen steps to match the columns on the file with the correct fields in QuickBooks. Then select Continue.
Select the transactions you would like to import. Then select Continue.
Select Yes.
When you've accepted your transactions, select Done.

If you see an error message, don't worry. Here's how tofix errors while uploading your transactions.

Step 5: Categorize the transactions

Now that your transactions are in QuickBooks, it's time tomatch and categorize them. The transactions go into your accounts after you review them.

QuickBooks Online also enters certain details automatically if you set up any banking rules, or if it recognizes transaction descriptions.

Step 6: Reconcile the transactions

Your transactions are now in QuickBooks. The final step is toreconcile them. This ensures your books are accurate and there aren't any duplicate transactions.