Import approved documents into QuickBooks Online.
Each transaction you send becomes a balanced journal entry between the account the document belongs to and an offset account you choose. You approve first, then send.
- Pro
- Plan and up, to send
- Every paid plan
- For file exports
- 2
- Accounts to choose
Journal entry · sample
LB-3f9a21c47b0d4e18
- Date
- Mar 11, 2026
- Description
- Paper Trail Supplies
| Side | Account | Amount |
|---|---|---|
| Debit | Uncategorized expense | $42.66 |
| Credit | Business Checking | $42.66 |
Sent to QuickBooks
Debits = credits
One row of a bank statement, sent. Money leaving the bank account credits it and debits the offset. Sample values are illustrative.
File exports and the QuickBooks integration are different things
Both end up in QuickBooks. One hands you a file to import, the other writes entries into the company for you. They need different plans and different setup.
| Aspect | QuickBooks file export | QuickBooks integration |
|---|---|---|
| What you get | A QuickBooks CSV or QBO file you import yourself. | Journal entries written into your QuickBooks company. |
| Which plan | Every paid plan. | Pro and up. The free trial includes sending, so you can try it before paying for it. |
| What you set up | Nothing. Approve the document and download. | Connect the company through Intuit, then pick two accounts. |
| What you do next | Import the file through QuickBooks. | Open the entry in QuickBooks and check it. |
How the QuickBooks integration works, connection to entry
-
Connect the QuickBooks company
Settings, Integrations sends you to Intuit's own consent screen. You sign in there, not here, and come back connected. Setting this up is an admin action.
-
Pick the two accounts
The bank or card account the document belongs to, and the offset account where the other side of each entry lands. The offset is usually an uncategorized account you re-categorize later.
-
Upload or forward the document
A statement, an invoice, a receipt. It is processed and reconciled the same way as any other document, with anything uncertain flagged for review.
-
Review and approve it
Every field sits beside the original. Nothing is sent until you approve, so nothing reaches your books unreviewed.
-
Send it
Each extracted row becomes a balanced journal entry between your two accounts. If a send fails, the reason from the last attempt is shown and the button becomes a retry.
Sending a statement? The bank statement guide
What the connection will and will not do
Writing into somebody's books is the one place a wrong answer is expensive, so the guardrails are worth stating.
Approval comes first, always
Sending is disabled until a document is approved, so a misread row cannot reach the books while you are still looking at it.
The same transaction is never sent twice
Every entry carries a document number derived from the extracted row, and each send looks for that number in QuickBooks before creating anything. A retried or interrupted send picks up where it stopped.
Disconnecting stops sending and nothing else
Sending to QuickBooks stops immediately. Documents and file exports are untouched, and you can reconnect at any time.
QuickBooks FAQ
Which documents can I import into QuickBooks?
Any approved document with amounts on it: bank statements send their transaction rows, invoices and receipts send their line items. The shape is the same in every case, one balanced journal entry per row between the two accounts you chose.
Which plan do I need to import into QuickBooks?
Sending needs Pro and up on a paid subscription, or a running free trial, which includes it. On a lower plan the connection is refused with an upgrade message rather than failing quietly.
Can I export a QuickBooks file without connecting?
Yes, and they are separate things. QuickBooks CSV and QBO downloads work on every paid plan with nothing connected. Connecting is only needed to write entries into the company directly.
What is the offset account for?
A journal entry has two sides. One side is the bank or card account the document belongs to; the offset account is where the other side lands. Most people point it at an uncategorized income or expense account and re-categorize inside QuickBooks afterwards.
What happens if an import fails?
The document stays where it is and the failure is recorded with the reason QuickBooks gave. The send button becomes a retry, and because entries are matched by document number first, retrying cannot duplicate the rows that already went through.
How do I disconnect?
Settings, Integrations has a disconnect action. Sending stops immediately, your documents and file exports are unaffected, and reconnecting later is the same consent screen again.
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