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How to Import Journal Entries into QuickBooks Online

Two ways to import journal entries into QBO

QuickBooks Online gives you two main options for importing journal entries without typing them in by hand:

  1. CSV import through the QBO import tool. You upload a CSV file with specific columns and QBO creates the journal entries.
  2. API integration through a connected app. The app pushes journal entries directly into QBO via the QuickBooks API. No file to download or upload.

The CSV method works for anyone. The API method requires a third-party tool that connects to your QBO account. Both get the job done; the API method is faster if you do this regularly.

Method 1: CSV import

Formatting your CSV file

QBO expects a specific CSV format for journal entry imports. The required columns are:

  • JournalNo - a number that groups lines belonging to the same journal entry. All lines in one entry share the same number.
  • JournalDate - the date of the entry in MM/DD/YYYY format.
  • AccountName - the account name, exactly as it appears in your QBO chart of accounts.
  • Debits - the debit amount for this line. Leave blank for credit lines.
  • Credits - the credit amount for this line. Leave blank for debit lines.
  • Description - optional memo or description.
  • Name - optional customer or vendor name.

Here is an example CSV for a simple payroll journal entry:

  • Row 1: JournalNo=1, Date=01/15/2026, AccountName=Salary Expense, Debits=5000, Credits=(blank), Description=Payroll JE Jan 15
  • Row 2: JournalNo=1, Date=01/15/2026, AccountName=FICA Expense, Debits=382.50, Credits=(blank), Description=Payroll JE Jan 15
  • Row 3: JournalNo=1, Date=01/15/2026, AccountName=Federal Tax Payable, Debits=(blank), Credits=750, Description=Payroll JE Jan 15
  • Row 4: JournalNo=1, Date=01/15/2026, AccountName=State Tax Payable, Debits=(blank), Credits=250, Description=Payroll JE Jan 15
  • Row 5: JournalNo=1, Date=01/15/2026, AccountName=FICA Payable, Debits=(blank), Credits=765, Description=Payroll JE Jan 15
  • Row 6: JournalNo=1, Date=01/15/2026, AccountName=Checking, Debits=(blank), Credits=3617.50, Description=Payroll JE Jan 15

Uploading the CSV

  1. In QuickBooks Online, go to Settings (gear icon) > Import Data > Journal Entries.
  2. Select your CSV file and click Next.
  3. QBO will show you a mapping screen. Match each column in your CSV to the corresponding QBO field (JournalNo, JournalDate, AccountName, etc.).
  4. Click Next to preview. QBO will flag any errors: unrecognized account names, unbalanced entries, or formatting issues.
  5. Fix any errors and re-upload, or click Import if everything looks clean.
  6. After import, navigate to the journal entry in QBO to verify it posted correctly.

Common CSV import issues

  • Account names must match exactly. This is the most common problem. "Payroll Tax Expense" in your CSV must match "Payroll Tax Expense" in QBO. Extra spaces, different capitalization, or slightly different wording will cause the import to fail or create new accounts.
  • Unbalanced entries get rejected. QBO will not import a journal entry where debits do not equal credits. Check your math before uploading.
  • Date format matters. Use MM/DD/YYYY. Other formats may not parse correctly.
  • No special characters in amounts. Use plain numbers (5000, not $5,000). Dollar signs and commas can cause parsing errors.

Method 2: API integration

If you use a tool that connects to QuickBooks Online via the API, you can skip the CSV file entirely. The tool pushes journal entries directly into your QBO company file.

The advantages of the API method:

  • No file to manage. You do not need to download, format, and re-upload a CSV.
  • Account validation happens in real time. The tool can pull your chart of accounts from QBO and validate account names before posting.
  • Faster workflow. Click a button, and the journal entry appears in QBO.
  • Fewer formatting errors. The tool handles the data format for the API. You do not need to worry about date formats, column names, or delimiter issues.

The main requirement is that you authorize the tool to connect to your QBO account. This is done through Intuit's OAuth flow. You log in to your QuickBooks account, grant permission, and the tool can then read your chart of accounts and post transactions.

Which method should you use?

If you import payroll journal entries once a month for a single client, the CSV method works fine. If you do it every pay period for multiple clients, the API method saves a lot of time.

PostBooks supports both approaches. You can export a formatted CSV that is ready to upload into QBO, or you can connect your QuickBooks Online account and push journal entries directly with one click. The same mapping template works either way: upload your payroll report, apply the mapping, and choose your export method.

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