Post approved documents into QuickBooks Online.
Each posted transaction becomes a balanced journal entry between the account the document belongs to and an offset account you choose. You approve first, then post.
- Pro
- Plan and up, to post
- 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 |
Posted to QuickBooks
Debits = credits
One row of a bank statement, posted. Money leaving the bank account credits it and debits the offset. Sample values are illustrative.
File exports and posting 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 | Posting |
|---|---|---|
| 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 posting, 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 posting 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 read 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 can post until you approve, so nothing reaches your books unreviewed.
-
Post it
Each extracted row becomes a balanced journal entry between your two accounts. If a post fails, the reason from the last attempt is shown and the button becomes a retry.
Posting 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
Posting 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 posted twice
Every entry carries a document number derived from the extracted record, and each post looks for that number in QuickBooks before creating anything. A retried or interrupted post picks up where it stopped.
Disconnecting stops posting and nothing else
Posting to QuickBooks stops immediately. Documents and file exports are untouched, and you can reconnect at any time.
QuickBooks questions, answered
Which documents can be posted?
Any approved document with amounts on it: bank statements post their transaction rows, invoices and receipts post 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 post?
Posting 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 a post fails?
The document stays where it is and the failure is recorded with the reason QuickBooks gave. The post 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. Posting stops immediately, your documents and file exports are unaffected, and reconnecting later is the same consent screen again.
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