How to Import Journal Entries into QuickBooks Online and Desktop?

Journal entries are the quiet workhorses of every accounting system. They record your business’s financial activity through the double-entry method, where every transaction affects at least two accounts using debits and credits. When you import these entries into QuickBooks instead of typing them manually, everything becomes smoother. You cut down errors, save time, and keep your audit trail clean and organized.

For many businesses, importing journal entries is the quickest way to bring in adjustments, accountant entries, corrections, or even past financial data without re-entering every single detail. Whether you’re shifting from another accounting tool, working off spreadsheets, or receiving entries from your accountant, both QuickBooks Online (QBO) and QuickBooks Desktop make the process pretty straightforward with their built-in import features.

In this blog, we’ll walk you through the checklist, best practices for journal entries and share step-by-step instructions on importing them, and it wrap up with some helpful tips to make your entire import experience seamless. Let’s get started!

Checklist Before You Hit “Import” Journal Entries in QB Desktop and Online

Before you move ahead and import journal entries in QuickBooks Online and Desktop, it’s always a good idea to do one final check. A small formatting issue or a missing detail can easily disrupt the process, so this quick pre-import checklist helps you catch errors early and ensures your data uploads smoothly.

• Review Your File Format: Make sure your file follows QuickBooks’ required structure, whether it’s a CSV, Excel sheet, or QBJ file. Column names, orders, and formatting should match QuickBooks guidelines.

• Confirm Debit and Credit Totals: Your journal entries must be balanced. Double-check that total debits equal total credits for every entry.

• Verify Account Names and Types: Check that all account names in your file exist in your QuickBooks chart of accounts. If you’re using subaccounts, ensure they include the parent account name in the correct format.

• Add Names for A/R and A/P Entries: If your entry uses Accounts Receivable or Accounts Payable, make sure the file includes a matching customer or vendor in the Name column.

• Back up your QuickBooks Desktop File: For Desktop users, always create a backup so you can restore your data if something uploads incorrectly.

• Remove Blank Rows and Faulty Formatting: Clean your spreadsheet to ensure QuickBooks reads every line without errors.

Going through this quick checklist helps you avoid the most common import issues and ensures a seamless experience when you import journal entries in QuickBooks Online and Desktop.

How to Import Journal Entries into QuickBooks Online?

Whether you’re uploading spreadsheets or need to import a QBJ file into QuickBooks, the platform provides easy-to-follow tools that streamline the process. In this section, we’ll walk you through the basic steps so you can upload your entries smoothly and ensure they land in the right accounts.

Note: You can upload journal entries to QuickBooks Online easily by using a CSV file.

Before you begin, make sure account numbers are turned off to avoid any import hiccups. You can switch them back on after you’re done. Also, keep in mind that journal entry lines must be used in parent accounts. If you’re using subaccounts, include both the parent and subaccount names separated by a colon.

Here are the steps to turn off your Account Numbers:

1. Open Settings and go to Account and Settings.
2. Navigate to the Advanced tab.
3. In the Chart of accounts section, select Edit.
4. Turn off the Enable account numbers option. If the “Show account numbers” box is checked, disable that as well.
5. Hit Save, then select Done to finish.

Once you’re done turning off your account numbers, proceed with the steps given below.

Step 1: Prepare Your Spreadsheet

Before importing, check your spreadsheet to make sure everything is accurate and properly formatted. Your file should include the following columns:

1. Make sure your file includes the required details before uploading it.
   
   Note: Keep in mind that if you choose Accounts Payable or Accounts Receivable as the account type, QuickBooks will also expect the Name column to include the correct vendor or customer.
   
   
   • Journal/Description
   • Journal Number
   • Account Name
   • Journal Date
   • Credits
   • Debits
2. Any new accounts in your spreadsheet should first be added to your chart of accounts before importing.
3. If the “Warn if duplicate journal number is used” option is enabled, entries with duplicate journal numbers may fail to upload. You might need to temporarily disable this preference.

Step 2: Import Your Journal Entries

Once your file is ready, you can move ahead with the import. QuickBooks also lets you track journal entries with class or location details if those settings are turned on. This helps keep your financial data organized and categorized during the upload.

1. First, Open QuickBooks and navigate to the Settings section.
2. Then, click on Import Data.
3. Choose Journal Entries.
4. On the next page, click Browse to locate your CSV file.
   • If you need formatting guidance, you can download a sample file provided by QuickBooks.
5. Select your CSV file and click Open, then Next.
6. Map your spreadsheet columns to QuickBooks fields. Use the dropdown arrows to match each header.
7. Click Next. If QuickBooks reports any errors, fix the issues in your file and try again.
8. Click Start Import, then select Done when finished.

After importing, you can use the search function to review and edit the journal entries as needed. Now, let’s take a look at what types of details and information you can import into QuickBooks Online.

Also Read: How to Reverse or Delete a Journal Entry in QuickBooks Online?

Everything You Can Import in QuickBooks Online

When it comes to moving your business data into QuickBooks Online, the possibilities are almost endless. Think of it as giving your accounting system a complete digital makeover without typing a single transaction manually. QuickBooks Online allows you to import a wide variety of business information, giving you a full picture of your financial world in one place. Here’s what you can bring in:

1. Invoices, Bills, Checks, Deposits, Expenses: Move all your historical transactions in one go.
2. Customers & Vendors: Keep your contacts organized and up-to-date.
3. Bank Data: Bring your transactions directly into QuickBooks and reconcile faster.
4. Chart of Accounts: Ensure your accounting backbone is accurate from day one.
5. Products and Services: Import your inventory and service items to speed up invoicing.
6. Employee, Class, Locations: Keep payroll, departments, and office locations aligned with your books.
7. Estimates, Purchase Orders, Sales Receipts, Time Activities: Even the specialized transactions can find a home in QuickBooks.
8. Journal Entries: The heart of your accounting, ready to track debits and credits efficiently.

Why this Matters: Knowing exactly what can be imported lets you consolidate your data confidently and avoids missing pieces that could create discrepancies in your financial reports.

For a detailed and step-by-step process, check out Make Journal Entries in QuickBooks Online for Accurate Accounting.

The Right Import Sequence for a Hassle-Free Experience

Even if you have all the data in perfect spreadsheets, importing it in the wrong order can create headaches. There is a recommended sequence to make sure everything flows smoothly. Think of it as building a house: start with the foundation before adding the walls.

• Chart of Accounts: The backbone of your accounting.
• Customers: Your sales ecosystem ready to go.
• Vendors: Keep your payables organized.
• Employees: Track payroll and related transactions.
• Class & Locations: Tag transactions by department or office.
• Products and Services: Bring in inventory and service details to streamline invoices.

Then, import transactions in any order:

Once the lists are in place, you can safely import transactional data in any order:

1. Bank Data
2. Deposits & Expenses
3. Journal Entries
4. Estimates
5. Time Activities
6. Bills & Checks
7. Sales Receipts
8. Purchase Orders

Pro Tip: Following this sequence reduces errors and ensures QuickBooks can link everything correctly, like matching invoices to customers or expenses to accounts.

Now, it’s time to move ahead and highlight the steps to import Journal entries into QuickBooks Desktop.

How to Import Journal Entries into QuickBooks Desktop?

Importing journal entries into QuickBooks Desktop is a straightforward way to bring your financial data into the software without manually entering each transaction. Here are the steps to import journal entries into QuickBooks Desktop and QuickBooks Desktop for Mac.

7 Steps to Import Journal Entries in QuickBooks Desktop  

1. First, download and save the QBJ journal entry file sent by your accountant.
2. Then, open your company file in QuickBooks Desktop.
3. Next, head to the File menu, choose Utilities, and select Import.
4. After that, click on General Journal Entries.
5. Locate the saved QBJ file and upload it to complete the import.
6. In the Add General Journal Entries window, you’ll see all the entries sent by your accountant. You can uncheck any entries you do not want to import.
   
   Note: If you cannot uncheck them, it means your accountant intends for all entries to be added.
   
   
7. Finally, click on Add GJEs, then select OK to complete the import.

Once imported, the journal entries will appear in your registers, reports, and the General Journal Entries window.

7 Steps to Import Journal Entries in QuickBooks Desktop for Mac

1. Download the QBJ file from your accountant.
2. Open your company file in QuickBooks Desktop for Mac.
3. Go to File > Import and select General Journal Entries.
4. Choose the QBJ file you saved and click Open.
5. Select the journal entries you want to import or click Select All to import every entry.
6. QuickBooks will prompt you to back up your company’s file; it’s recommended to do this before finalizing the import.
7. Review your imported entries and click OK when finished.

After completion, all imported journal entries will be reflected in your registers, reports, and the General Journal Entries window, ready for use in your bookkeeping.

Proven Tips to Ensure Your Journal Entries Stay Accurate in QuickBooks

Creating accurate and reliable journal entries is essential for keeping your financial records trustworthy and audit ready. Following best practices helps you avoid common mistakes, maintain consistency, and ensure every transaction is recorded with clarity. Here are the best practices to record and maintain your financial information correctly.

1. Start With a Small Test File

If this is your first time importing journal entries, don’t go all in. Upload a small sample first. It helps you catch formatting mistakes early without affecting your full dataset.

2. Always Keep a Backup Handy

Before you import anything, save a backup of your QuickBooks data. It’s a simple step that saves you from headaches later. If something imports incorrectly, you can roll back instantly.

3. Use the Official Templates

QuickBooks offers import templates for journal entries. Using these templates keeps your file in the right structure and greatly reduces the chances of entries being rejected.

4. Write Clear, Meaningful Descriptions

Every entry should tell the story of the transaction at a glance. Highlight the essential elements, such as what the transaction was for and which items or services were involved.

5. Keep Your Formatting Consistent

Uniform account names, dates, descriptions, and column structures make a big difference. A consistent format helps QuickBooks read your file correctly and ensures a clean import.

6. Review and Reconcile Regularly

Make it a routine to scan through your journal entries, compare debits and credits, and correct mistakes quickly. Whether you’re working directly in QuickBooks or checking exported reports, accuracy keeps your records reliable.

Conclusion

Importing journal entries into QuickBooks helps streamline bookkeeping, eliminate repetitive data entry, and maintain accurate financial records. QuickBooks Online allows you to upload journal entries through a properly formatted CSV file, while QuickBooks Desktop relies on accountant-provided QBJ files to ensure the entries are accurate and ready for posting. Although both platforms support journal entry import, the process and file formats differ, making it important to follow each system’s specific steps. Preparing your data correctly, mapping fields carefully, and reviewing entries after importing ensures a smooth transition into your books.

By following the steps provided for each version and using the supported import lists and transaction types, you can keep your financial data organized, consistent, and up to date with minimal effort.

Frequently Asked Questions