How to Import Journal Entries in QuickBooks Online and Desktop?

Managing financial data accurately is essential for keeping your books clean and audit-ready. One task many businesses perform regularly is importing journal entries into QuickBooks. Whether you’re using QuickBooks Online, QuickBooks Desktop, or Spreadsheet Sync, the process becomes easy when you understand the required formats and steps. This comprehensive guide walks you through how to import journal entries, prepare your spreadsheet, troubleshoot common issues, and efficiently manage your accounting data.

Understanding the QuickBooks Journal Entry Import Process

QuickBooks allows you to upload journal entries using a CSV file, making it faster to migrate or update financial data. Before importing, always turn off account numbers to avoid mismatched entries. Once the import is complete, you can safely turn account numbers back on. Also, remember that any sub-account must include both the parent and sub-account names, separated by a colon—for example, “Parent Account:Sub Account”—or QuickBooks will return a “Line Account Invalid” error.

What Data Can You Import into QuickBooks?

You can import various list items and transactions, including:

• Customers, Vendors, Employees
• Chart of Accounts
• Products and Services
• Invoices, Bills, Sales Receipts
• Deposits, Checks, Expenses
• Journal Entries
• Classes, Locations
• Time Activities
• Purchase Orders

Steps to Import Journal Entries in QuickBooks Online

Follow these steps to begin importing your journal entries into QuickBooks Online:

Step 1: Prepare Your Spreadsheet for Import

A clean, well-formatted CSV is the key to a successful import. Before uploading your journal entries, confirm that your spreadsheet includes the following fields:

• Journal Number
• Journal Date
• Account Name
• Description
• Debits
• Credits

If the journal entry relates to Accounts Receivable or Accounts Payable, the Name column must include a vendor or customer.

Additional Prep Tips

• Add any new accounts to your Chart of Accounts before importing.
• If “Warn if duplicate journal number is used” is enabled, QuickBooks may block some files. Disable this option temporarily during import.
• Ensure your entries balance—every line must include equal debits and credits.

Step 2: Import Journal Entries into QuickBooks Online

QuickBooks Online makes data import simple through its built-in Import Data tool.

How to Upload Journal Entries:

1. Go to Settings ⚙️ and select Import Data.
2. Click Journal Entries.
3. Choose Browse to upload your CSV file.
   • If unsure about formatting, download the sample file for guidance.
4. Open your file and select Next.
5. Map each column in your spreadsheet to the appropriate QuickBooks field.
6. Select Next again, fix any errors, and retry if needed.
7. Choose Start Import, then select Done.

Once complete, use the QuickBooks search bar to review and edit your imported entries.

How to Use Spreadsheet Sync to Import Data in QuickBooks Online Advanced?

For QuickBooks Online Advanced or Accountant, Spreadsheet Sync provides powerful tools for importing, editing, analyzing, and posting large amounts of data.

Types of Templates in Spreadsheet Sync

1. List Templates

Used for updating company lists such as:

• Accounts
• Classes & Locations
• Vendors & Customers
• Employees
• Inventory

2. Transaction Templates

Used for posting or editing:

• Invoices & Bills
• Estimates
• Sales & Purchase Receipts
• Purchase Orders
• Time Activities
• Journal Entries

Creating or Editing Templates in Spreadsheet Sync

1. Open Spreadsheet Sync and choose Create or Edit Records.
2. Select the company file you want to modify.
3. Choose a record template.
4. Pull existing data into your spreadsheet (optional).
5. Add custom fields if needed.
6. Select Get Template to start editing.
7. Set the Post? column to Yes for entries you want to import.
8. Click Sync to QuickBooks.
9. Review the sync summary for errors or successful imports.

Formatting Tips for Spreadsheet Sync

• Add new rows at the bottom of the template.
• Delete unused rows when necessary.
• Use Clear Sheet to reset formatting to the default template.

How to Import Journal Entries in QuickBooks Desktop?

If your accountant sends you a QBJ file with adjustments, you can easily import the entries into your QuickBooks Desktop program.

Steps for QuickBooks Desktop (Windows)

1. Download and save the QBJ file.
2. Open your company file in QuickBooks Desktop.
3. Go to File > Utilities > Import.
4. Select General Journal Entries.
5. Find your QBJ file and open it.
6. Review the entries and uncheck any you don’t want to import.
   • Some files require mandatory import of all entries.
7. Click Add GJEs, then OK.

Importing Journal Entries in QuickBooks Desktop for Mac

The Mac version offers a similar process:

1. Download and save the QBJ file.
2. Open QuickBooks Desktop for Mac.
3. Go to File > Import.
4. Select General Journal Entries.
5. Choose your file and click Open.
6. Select entries to import (or select All).
7. Approve the backup prompt.
8. Review and confirm the entries.

The imported transactions will appear in all relevant reports and registers.

Also Find: How to Upload Receipts to QuickBooks Online?

Common Issues When Importing Journal Entries in QuickBooks and How to Fix Them

1. Issue: “Invalid Account” error

Cause: The account name in your import file does not match exactly with the Chart of Accounts in QuickBooks.

Solution:

• Verify that the account names in your file match exactly, including spaces, punctuation, and capitalization.
• For sub-accounts, use the full “Parent:Sub-account” format.
• Check if the account is active in QuickBooks.

2. Issue: “Debits and credits do not balance”

Cause: Total debits and credits in the journal entry are not equal.

Solution:

• Double-check your spreadsheet to ensure each journal entry is balanced (total debits = total credits).
• Correct any missing or extra amounts before import.

3. Issue: “Duplicate journal entry” warning

Cause: The same Journal Number or entry is already in QuickBooks.

Solution:

• Change the Journal Number in your import file to a unique number.
• Some tools allow skipping duplicates or updating existing entries; use those features carefully.

4. Issue: “Date format not recognized”

Cause: QuickBooks requires a specific date format.

Solution:

• Use a consistent date format supported by QuickBooks (MM/DD/YYYY or YYYY-MM-DD).
• Avoid text or regional date formats that QuickBooks may misinterpret.

5. Issue: “File type not supported”

Cause: QuickBooks Online or Desktop only supports certain file types (CSV, IIF, Excel via third-party tools).

Solution:

• For QBO: Use CSV or Excel converted to CSV.
• For QBDT: Use IIF or a third-party import tool (like Zed Axis or Dancing Numbers) for Excel/CSV.

6. Issue: “Sub-account not found”

Cause: QuickBooks cannot locate the sub-account in the import file.

Solution:

• Use the full “Parent:Sub-account” naming convention in your file.
• Make sure the parent account exists and is active in QuickBooks.

7. Issue: Import fails without specific error

Cause: Could be due to formatting issues, hidden spaces, or unsupported characters.

Solution:

• Remove any extra spaces, special characters, or line breaks from your spreadsheet.
• Save the file in a compatible format (CSV for QBO, IIF/CSV via tools for QBDT).
• Try importing a small test batch first to check for errors.

8. Issue: Third-party tool import errors

Cause: Misconfigured field mapping, unsupported data, or incomplete templates.

Solution:

• Double-check field mapping in the tool before importing.
• Ensure all required fields (Date, Account, Debit, Credit) are filled.
• Preview entries before final import to catch issues early.

9. Issue: Import takes too long or hangs

Cause: Large file size or too many records at once.

Solution:

• Split large import files into smaller batches.
• Ensure your internet connection is stable for QuickBooks Online.
• For QuickBooks Desktop, make sure your company file is not near the maximum size limit.

Final Thoughts

Importing journal entries into QuickBooks—whether Online, Desktop, or Advanced—becomes effortless when you follow the correct structure and prepare your files carefully. With proper formatting, accurate mapping, and a clear understanding of supported data types, you can streamline your accounting workflow, avoid common errors, and keep your financial records organized and compliant.

Frequentl Asked Questions