QuickBooks Desktop Import

Import your complete QuickBooks history - chart of accounts, customers, vendors, invoices, bills, and payments.

Overview

BizBooks Pro's QuickBooks import goes beyond basic data migration. Most accounting software can import a simple chart of accounts - BizBooks Pro imports your complete transaction history, including customer invoices, invoice payments, vendor bills, and bill payments with proper matching.

This means you don't lose your A/R and A/P history. Your aging reports work from day one. Customer balances are accurate. No need to manually recreate years of invoices.

What Gets Imported

Exporting from QuickBooks Desktop

Chart of Accounts

1. In QuickBooks, go to Lists > Chart of Accounts
2. Press Ctrl+A to select all accounts
3. Click Excel dropdown > Export All Accounts
4. Save as CSV file

Customer Transactions (Invoices & Payments)

1. Go to Reports > Customers & Receivables > Transaction List by Customer
2. Set date range to All (or your desired range)
3. Click Excel > Create New Worksheet
4. In Excel, save as CSV file

Vendor Transactions (Bills & Payments)

1. Go to Reports > Vendors & Payables > Transaction List by Vendor
2. Set date range to All
3. Click Excel > Create New Worksheet
4. In Excel, save as CSV file

Import Steps in BizBooks Pro

1. Navigate to Settings > Data Import (or use the Accountant Tools import wizard)
2. Select QuickBooks Desktop Import
3. Upload your exported CSV files:
   • Chart of Accounts CSV
   • Transaction List by Customer CSV
   • Transaction List by Vendor CSV
4. Review the Auto-Mapping Preview - BizBooks Pro automatically matches QuickBooks account types to BizBooks account categories
5. Adjust any mappings if needed (most accounts map correctly automatically)
6. Click Preview Import to see what will be imported
7. Click Import to complete the process

Advanced Transaction Import

What makes BizBooks Pro's import special is the transaction-level import. Here's what happens behind the scenes:

Invoice Import Process

• Each invoice is created with all line items and income account allocations
• Invoice totals are validated against line item sums
• Customers are automatically created if they don't exist
• A/R balances are calculated from invoice - payment matching

Payment Matching

• Payments are matched to invoices by customer and date
• Partial payments are properly allocated
• Deposit accounts are preserved from the original data
• Customer balances reflect accurate open invoice amounts

Bill & Vendor Payment Import

• Bills are imported with expense account allocations
• Bill payments are matched to the correct bills
• A/P balances are calculated automatically
• Vendor balances show accurate amounts owed

Troubleshooting

Import shows mismatched totals

This usually happens when invoices have discounts or credits applied. BizBooks Pro will show a warning but still imports the data. Review these invoices after import to verify they're correct.

Some accounts didn't map

If an account type wasn't recognized, it will be listed in "Unmapped Accounts." You can manually select the correct account type before importing.

Duplicate customers/vendors

If a customer or vendor name has slight variations in QuickBooks (e.g., "ABC Corp" and "ABC Corp."), they may import as separate entries. You can merge them after import using Customers > Merge or Vendors > Merge.

Date format issues

Ensure your QuickBooks is set to export dates in a standard format (MM/DD/YYYY). If dates appear incorrect, check your Windows regional settings.