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Import books from QuickBooks

5 min readAdministrators

Import your QuickBooks books by creating a saved private import run, uploading the source files, reviewing the proposed mappings, and then approving the frozen preview. If the run is interrupted, you can reopen the saved run and continue without starting over.

Before you start

  • You are the owner or administrator of the workspace that will complete the import.
  • Your workspace has access to the QuickBooks import feature and the destination ERPNext connection.
  • You have a connected ERPNext company selected as the destination, or you are ready to create a separate new company from the import flow.
  • Your QuickBooks export is a complete QuickBooks Online US English export in USD and accrual basis, and you have the source company name exactly as printed on the export.
  • You have the required source files ready, including the main QuickBooks ZIP and chart of accounts CSV, plus any annual report CSVs you need to cover the full date range.

Start a private import run

Use the QuickBooks import page to create a saved, private import run for your workspace. This run is where you upload source files, review mappings, and finish verification.

  1. Open Settings, then open Import books from QuickBooks.
  2. Under Empty ERPNext company, choose the connected ERPNext company you want to import into. If you want a new separate company instead, use the new company section in the same form.ERPNext company
  3. Enter the exact company name printed on your QuickBooks exports.
  4. Select Create private import.Create private import

Upload the required QuickBooks files

Upload the original source files into the saved run before you start analysis. The page accepts a QuickBooks export ZIP and a chart of accounts CSV, and it also supports annual report CSV uploads for the covered years.

  1. In the upload section, choose the QuickBooks exported ZIP file.
  2. Choose the chart of accounts CSV file.
  3. If needed, upload the annual report CSVs for the years shown in your source package.
  4. Use the Annual report type and Calendar year fields to label the annual report file you are uploading.Annual report typeCalendar year
  5. If the page shows a missing annual controls message, upload the missing annual report files before moving on.

Review source identities and mappings

After analysis, review each QuickBooks account and any bank identity details before saving the mapping. This is where you confirm which accounts stay active or inactive and provide evidence for that decision.

  1. Review the QuickBooks account list and the suggested ERPNext names.
  2. For each account, choose whether it is Active, Inactive / hidden, or still needs review.
  3. Enter evidence for each visibility decision.
  4. If a source account is a bank account, fill in the bank institution, display name, and optional account ending fields.
  5. Select Save reviewed mapping.Save reviewed mapping

Build and approve the frozen preview

When the mapping is complete and all required control files are present, build the preview. The preview freezes the source files, mapping, and destination context so you can approve exactly what will be imported.

  1. Select Validate destination and build complete preview.Validate destination and build complete preview
  2. Review the source records, exceptions, and posting preview.
  3. If the preview is ready, check the acknowledgment box that confirms you reviewed the mapping and source exceptions.
  4. Select Approve frozen preview.Approve frozen preview

Import and verify the books

After approval, you can start the import or resume a saved run later. The same saved run can be continued if the earlier attempt was interrupted or partially completed.

  1. Select Import and verify books, or Resume saved import if the run was already started.Resume saved import
  2. When the run reaches verification, select Resume independent verification if needed.Resume independent verification
  3. Wait for verification to complete before using the verified report downloads.

Download verified reports and evidence

Once the run is verified, you can compare annual reports, download a verified QuickBooks layout CSV, and download the private reconciliation pack for the run. These downloads preserve the original layout and provide the reviewed results for later reference.

  1. Open the verified annual reports section.
  2. Choose the year and report type you want to review.
  3. Select Compare every row to see the row-by-row comparison.Compare every row
  4. Use Download verified QuickBooks layout to get the source-layout CSV for the verified year and report type.Download verified QuickBooks layout
  5. Use Download private reconciliation pack if you need the archived evidence bundle for the run.Download private reconciliation pack

Continue bank matching after verification

After the import is verified, you can continue with bank matching for connected accounts. This step is separate from the import itself and is used to compare connected bank activity with the source books.

  1. Open the bank continuation section for the verified run.
  2. Refresh the connected accounts list if needed.
  3. For each source bank, either bind it to the same physical connected account or confirm it is a separate new account absent from the source books.
  4. Review any remaining bank occurrences and save an explicit evidence review for each one.

If something goes wrong

  • If upload fails, reselect the file and try again. The earlier saved original stays in the run.
  • If analysis or preview fails, fix the missing source files, mapping, or control files, then try the same step again.
  • If the run state changed or the workspace changed, reopen the saved import before continuing.
  • If a request was interrupted after a partial import, use Resume saved import instead of starting a new run.
  • If you choose to stop, use Stop future steps (retain posted records and originals). The run keeps the records that were already posted and the original uploaded files.

Updated

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