Upload Data from PDF Bank Statements to QuickBooks Desktop

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QuickBooks Desktop is one of the most popular accounting software in the small and medium-sized businesses.Receipt Bot provides following two main methods through which you can import your bank statement data to QuickBooks Desktop;

  1. Import statement lines using Web Connect files for reconciliation purposes.
  2. Import bank ledger transactions using the IIF file.
Import statement lines using Web Connect files for reconciliation purposes.

You can follow these steps to import your bank transactions to the QuickBooks Desktop;

Step 1 – Download data from Receipt Bot for a processed statement in the “.qbo” format.

Note: If you cannot find the “QBO (QuickBooks Desktop)” format in the download menu, simply click on “More Format” and you will see a list of all available formats for downloading data. Simply mark the “QBO (QuickBooks Desktop)” format as favorite so it is available quickly on the download menu throughout the bank statement module in Receipt Bot.

Step 2 – Verify the account information that is required to generate a web connect file and click on the Download button. Following fields need to be verified;

  • Account Number
  • Account Type
  • Bank ID/ Routing Number
    • A valid Bank ID (Routing Number) must be provided. (You can use default ID 000000000, which should not affect your account setup in the QuickBooks Desktop.)
      The routing number is usually visible at the bottom of your checks, also you can easily find your routing number information on your online account’s page
  • Intuit Bank ID (Intu. BID)
    • INTU.BID is an identifier of financial institution for the QBO files only. It is only available if a bank is enlisted with Intuit for automated import of bank transactions. If your bank is not listed, you can leave default value 3000 (of Wells Fargo). It will show a logo for Wells Fargo, but you can use relevant bank account info in your software.
  • Statement Start Date
    • QuickBooks Desktop does not allow import of statements older than three months, therefore the start date has been updated to the first date of current month. However, this change does not affect the transaction dates and your transactions will be imported with the actual dates.
  • Currency

Step 3 – Upload the downloaded web connect file to QuickBooks Desktop. Simply navigate through File > Utilities > Import > Web Connect Files and select the download web connect file.

Step 4 – If your bank account in web connect file already exists in QuickBooks Desktop, it will automatically get selected. Add new bank account if not exists than click on the “Continue” button.

Your bank transaction should be successfully uploaded to QuickBooks Desktop. To review your uploaded data, simply navigate to the bank feed center to review the imported transactions.

Import bank ledger transactions using the IIF file.

IIF stands for “Intuit Interchange Format” which is a file format used to import and export a list of transactions in QuickBooks Desktop. You can follow these steps to import your bank transactions;

Step 1 – Download the IIF file of your statement’s data from Receipt-Bot Bank Statement page.

Note: If you cannot find the “IIF” format in the download menu, simply click on “More Format” and you will see a list of all available formats for downloading data. Simply mark the “IIF” format as favorite so it is available quickly on the download menu throughout the bank statement module in Receipt Bot.

Step 2 – Verify the account information that is required to generate an IIF file and click on the Download button. The following fields need to be verified;

  • Account Number
  • Account Type
  • Payor
  • Payee
  • Expense Account
  • Income Account
Note: Payor and payee are default contacts that are assigned to a money in and money out transactions respectively.

Expense account and income account fields are default accounting categories that are assigned to a money in or money out transactions respectively when generating an IIF file.

Step 3 – Upload the downloaded IIF file to QuickBooks Desktop. Simply navigate through File > Utilities > Import > IIF Files and select the download IIF file.

Your IIF file should now be uploaded successfully.

Frequently Asked Questions

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[toggle title=”Q: Q: What happens if my bank account already exists in the Web Connect file?” open=”yes”]
A: If your bank account in the Web Connect file already exists in QuickBooks Desktop, it will automatically get selected. If bank account doesn’t exist, it will be added to the QuickBooks Desktop.
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[toggle title=”Q: What is INTU.BID?” open=”yes”]
A: INTU.BID is an identifier used for financial institutions specifically for “.QBO” files. It is provided by Intuit and is used for automated import of bank transactions. If your bank is not listed, you can leave the default value of 3000 (of Wells Fargo). It will show a logo for Wells Fargo, but you can use relevant bank account info in your software.
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