There you are, staring at a file that you downloaded from one of your many business apps, wondering how you’re going to import it into Quickbooks Online (QBO) without having to key it in manually.
You have a few different options:
- Import a file into Quickbooks manually periodically. Blegh.
- Use your app’s native integration with Quickbooks. Great if that’s available. It has one… right?
- Use the Quickbooks API to send the data. If you’re a programmer building an integration (see above) this is a great option. If you’re not, then…
- Use Conduitly’s no-code Quickbooks integration to automate the process in a couple minutes.
Let’s go over how to use each option to import your GL into QuickBooks online.
How to import general ledger (GL) files into Quickbooks manually
Step 1: Export your GL file from whatever 3rd party app you need to. Refer to your chosen vendor’s documentation or ask their customer service people for help with this part.
Very important caveat: If you want to import individual transactions into QBO, you can’t (as of July 2024 at least). When you import a general ledger from a file, you can only bring in account balances and details. Individual transactions can’t be imported. You would need to do this manually, use a native integration that supports this data, use their API, or do it via Conduitly’s no-code integration software ^_^.
Step 2: Import the file into QuickBooks. Here’s a quick guide on how:
- Log in to QuickBooks Online and click the Gear icon.
- Under Tools, choose Import data.
- From the Import Data window, select Chart of accounts.
- Click Browse, then choose the file you want to upload.
- Select “Next” and then “Map your data.”
- Click Next, then enter the Account Name, Type, and Detail Type in the Import window.
- Hit Import.
Use your app’s native integration with Quickbooks
Can’t help you here. Check your vendor’s documentation for this.
Use the QuickBooks API
To import GL data using the QuickBooks Online API, you will need to follow these steps:
Step 1: Create a developer account. To use the QuickBooks Online API, you need to set up a developer account with them and create an app. This will allow you to access their API, which is pretty important if you want to import data using their API.
Start by visiting their developer documentation here: Create and start developing your app (intuit.com)
Step 2: Connect to the QuickBooks Online API. Once you have your developer account set up, you can use the QuickBooks Online API to connect to your QuickBooks Online account.
Map your GL data to QuickBooks Online fields: Before you can import your GL data, you will need to map it to the appropriate fields in QuickBooks Online. You can do this using the API or by using a third-party integration tool.
Import your GL data: Once your GL data is mapped to the correct fields, you can import it into QuickBooks Online using the API. The API will automatically create journal entries in QuickBooks Online based on your GL data.
To import GL data into QuickBooks Online using the QuickBooks API, you can use the following methods:
Querying for an account: You can use the Query method to search for the account where you want to import your GL data. This method allows you to specify search criteria, such as the account name or account number.
Creating a journal entry: Once you have located the account where you want to import your GL data, you can use the Create method to create a new journal entry. This method allows you to specify the date, description, and amounts for each line item in the journal entry.
Adding a line item to a journal entry: To add a line item to a journal entry, you can use the Create method to create a new line item object. This method allows you to specify the account, amount, and other details for the line item.
Modifying a journal entry: If you need to update an existing journal entry, you can use the Update method to modify the journal entry object. This method allows you to change the date, description, or line items for the journal entry.
Deleting a journal entry: If you need to remove a journal entry from QuickBooks Online, you can use the Delete method to delete the journal entry object. This method will permanently remove the journal entry from your QuickBooks Online account.
By using the QuickBooks Online API to import your GL data, you can automate your accounting processes and reduce the risk of human error. This can save you time and help you maintain accurate financial records.
However, it is important to work with a qualified developer or IT professional to ensure that your integration is set up correctly and securely.
Use Conduitly’s no-code Quickbooks integration to automate the process in a couple minutes
Conduitly integrates with QuickBooks Online and many other apps. We can help you automatically sync your general ledger data into QuickBooks Online so you don’t have to worry about files and exports and imports, or fiddling around with the QBO API.
Want to take the task of dealing with general ledger imports into QuickBooks off your plate? Conduitly can help.
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