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How to Export and Import CSV Into QuickBooks – A Complete Guide

Often, you might need to import CSV into QuickBooks Online or Desktop, when transferring data. A CSV file is a comma-separated file that has tabular data entered in a structured format and a comma separates each value from the others.

how to import csv into QuickBooks

In this guide, we will explore how to cand export QuickBooks data to CSV. We have made separate sections for QuickBooks Online, Desktop, and Self-Employed. Therefore, move to the section that best fits your product description. So, let us get started.

If you face an issue while transferring data or importing it into QuickBooks, reach out to our A2AutoCare experts.

Which Transactions Can You Import into QuickBooks?

Here are different types of transactions you can upload by importing CSV into QuickBooks.

  • Expenses,
  • Payments
  • Journal Entries
  • Money Transfers
  • Credit Card Charges
  • Deposits
  • Invoices
  • Bills
  • Checks

Now, let us explore how you can upload various transactions into QBO and QBDT.

Section 1: How to Import CSV into QuickBooks

In this section, we will discuss how to import CSV into QuickBooks Online, Self-Employed, and Desktop.

A. How to Import CSV into QuickBooks Online

Let us show you how you can import CSV into QuickBooks Online to upload transactions. 

  • Sign into QBO and choose Profile ⚙.
  • Tap Imports.
  • Choose to Import transactions.
  • Go along with the instructions you see on the screen to upload the file.
  • Finally, choose Import.

This will import your CSV file into QuickBooks Online.

B. How to Import CSV into QuickBooks Desktop

Let us show you how to import CSV transactions into QuickBooks Desktop.

In order to import a list that is in the form of a CSV file, you need the QuickBooks Import Excel and CSV toolkit. 

1. What is QB Import Excel and CSV Toolkit?

The QuickBooks Import Excel and CSV toolkit contains:

  • XLS Example Folder – This is a sample Excel file that contains four worksheets, each for a different type of list.
  • CSV Examples Folder – These are four sample CSV files, each for a different type of list.
  • Allowed fields – This is a reference guide that explains which fields are available for Excel and CSV import.
  • Import from Excel and CSV Manual – This is a PDF manual that contains instructions, best practices, and notes.
2. How to Install the QuickBooks Import Excel and CSV Toolkit

Follow the instructions given below to install QuickBooks import Excel and CSV toolkit.

  • First, download QuickBooks Import Excel and CSV toolkit and choose Save.
  • Now, browse to the location like Desktop or a folder where you would like to save the file and choose Save.
  • Go to where you saved the downloaded file and double-click on it. This will open the WinZip Self-Extractor window.
  • Choose Browse and head to the folder where you wish to install the toolkit. It can be like your Desktop or a folder on a hard disk.
  • Finally, choose OK and click on Unzip. This will extract the contents.
  • When it’s done, choose Close. This will close the WinZip Self-Extractor window.
  • Now, open the folder where you selected to install the QuickBooks Import Excel and CSV toolkit.

When you wish to run the tool, you will find it here. The tool will let you easily import CSV into QuickBooks Desktop.

C. How to Upload CSV File into QuickBooks Self-Employed (QBSE)

In this section, we will see how you can import CSV into QuickBooks Self-Employed. 

  • Sign to QBO and click on the Profile ⚙ icon.
  • Navigate to Imports, followed by Import transactions.
  • Go along with the onscreen steps you see and upload the CSV file.
  • Finally, choose Import.

This will import your CSV file into QuickBooks Self-Employed.

Section 2: How to Export QuickBooks Data to a CSV File

Let us show you how to export data from QuickBooks Online or Desktop in the form of a CSV file. 

A. How to Export QuickBooks Desktop to CSV

In case you want to view and edit the lists using a different format or you don’t use MS Excel, you can export your QuickBooks data to a CSV file.

i. Customers and Vendors

  • Go to the Customer/Vendor Center.
  • Choose the Excel drop-down, and click:
  1. Export Transactions in case you wish to export transactions (by name or by transaction type).
  2. Export the Customer/Vendor list in case you wish to export customer/vendor data like balances, contact information, and names.
  • Now, from the Export window, select the option to Create a comma-separated value (.csv) file.
  • Go to Export.
  • Give the file a name and select where to save the file.

Now, you can find and open the file when you need to edit or upload it.

ii. Items

  • Open the Lists menu and go to Item List.
  • Choose the Excel drop-down menu followed by Export all Items.
  • Create a comma-separated value (.csv) file from the Export window.
  • Choose Export.
  • Give the file a name and select where to save the file.

Now, you can find and open the file when you need to edit or upload it.

iii. Reports

  • First, open the report you wish to export.
  • At the top of the report, choose the Excel drop-down menu.
  • Click Create New Worksheet.
  • Create a comma-separated value (.csv) file from the Export window from the Send Report to Excel window.
  • Choose Export.
  • Give the file a name and select where to save the file.

Now, you can find and open the file when you need to edit or upload it.

read more:- Update QuickBooks Desktop

B. How to Export QuickBooks Online to CSV

There is no direct way to export QuickBooks Online data to a CSV file. However, you can export it to Excel and convert that to a CSV file.

i. Export QuickBooks Online to Excel

Open QBO and click on the Gear (settings) icon. Choose Export data under Tools.

export quickbooks online to excel
  • Select the Reports tab and toggle the switch on to export the following reports to Excel.
  • Now, toggle the switch off for the lists from the Lists tab.
export to excel
  • Choose Export to Excel and select OK.

Finally, open the zip file, followed by the Excel file containing the report, and click on Enable Editing. 

Now, let us move to the next section to learn how to convert Excel to CSV.

ii. How to Convert Excel to CSV

  • Open MS Excel and choose File.
  • Select Save As and go to the Documents folder.
how to convert excel to cvs
  • Go to the Save as Type menu and choose CSV (Comma Delimited).
save as type menu and choose cvs
  • Finally, click Save, followed by Yes.

This will convert the QuickBooks Online data you exported to Excel into CSV.

Final Words

This was all on how to export and import CSV into QuickBooks Desktop, Online, and Self Employed. Follow the instructions given in this guide carefully, and you will be able to upload your data into QuickBooks and vice versa.

Common Queries from QuickBooks Users

Can I export data from QuickBooks to CSV?

Yeah, it is possible to export data from QuickBooks Desktop or Online. However, there is no direct way to export QuickBooks Online, you can export it to Excel and then convert it to CSV. To export QuickBooks Desktop to a CSV file, follow the instructions given in this guide.

Can QuickBooks import CSV?

Yeah, all three, QuickBooks Online, Desktop, and Self-Employed can import data from CSV. To import data into QB Desktop, you can utilize QuickBooks Import Excel and CSV toolkit. Learn how to import QuickBooks data from CSV in both online applications and standalone applications.

How do I download QuickBooks import to Excel CSV Toolkit?

To start with, download QuickBooks Import Excel and CSV toolkit and then select Save. Then, go to the folder or Desktop where you wish to save the downloaded file and select Save.

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