Convert a PDF file to QBO (Web Connect) format and import into Quickbooks

This tutorial shows how to convert a PDF file from your bank or credit card statement to QBO (Web Connect) and import into Quickbooks. We will use the PDF2QBO utility. IMPORTANT: PDF2QBO is now replaced with the Transactions app, which converts from more formats and converts to more formats.

Step by step instructions for Windows

Follow the steps below for the Windows version, followed by the Mac version.

Make sure you are using the latest version of PDF2QBO. Download it from the PDF2QBO download page. Start PDF2QBO and select a PDF file. Review transactions before converting. Check that dates are correct, have the correct year (Date), amount, withdrawals and deposits are shown in corresponding columns, check number (Doc/Check#) is assigned. 

Set INTU.BID number to match your bank or use a default value. The INTU.BID value defines the bank label shown during a QBO import in Quickbooks. You can try to locate your bank, make sure a bank you choose supports the account type you are converting for. Keep the default value if your bank is not listed (3000-Wells Fargo or any allowed bank). 

Set the Account ID (number) and the Account Type. Account ID must be all digits for Quickbooks. For multiple accounts, use a different Account ID for each account. 

Currency should be USD even for non-USD accounts for Quickbooks US edition. For the Canadian edition, you can use USD and CAD. And for the UK edition, GBP currency must be set. 

If you have another currency, you have to use another converter, for example, Bank2IIF converter, that converts PDF files and you can create IIF files and import it in any currency account. IMPORTANT: Bank2IIF is now replaced with the Transactions app, which converts from more formats and converts to more formats.You can ignore settings, like End balance, Bank ID, Branch ID, Encoding for Quickbooks, but you can set them if your accounting software requires. 

Click the 'Convert' button to create a QBO file.  

Confirm the file name and location. 

Import created QBO file into Quickbooks 

Now the QBO file is created, let's switch to Quickbooks and import created QBO file. Before importing a QBO file make sure that the account you need to import into doesn’t have the yellow strike icon. Click 'Lists' - 'Charts of Accounts'. 

Because if you have the icon, it means the account is online linked to direct download. You need to disconnect first to import a QBO file.  

To disconnect, right-click - 'Edit Account'. 

Then click on 'Bank Feed Settings' and 'Deactivate All Online Services' first if needed. Check there is no yellow icon after the change. After disconnecting the account from online services, you can import a QBO file. 

To import a QBO file, select 'File' - 'Utilities' - 'Import' - 'Web Connect', select created QBO file and select an existing account to import transactions. Check bank label, Account Type, Account number to select the correct account in Quickbooks. Then click the 'Continue' button. 

Now your data is imported. 

Click on 'Transaction List' to review transactions. 

Assign Vendor Records and expense/income accounts before adding transactions to the register. 

If you like to see the Memo column from the QBO file, click 'Show Bank Memo'. Once Vendor Records and Account are set, you can add transactions to the register. 

Step by step instructions for macOS

Make sure you are using the latest version of PDF2QBO. Download it from the PDF2QBO download page. Start PDF2QBO and select a PDF file. IMPORTANT: PDF2QBO is now replaced with the Transactions app, which converts from more formats and converts to more formats.Review transactions before converting. Check that dates are correct, have the correct year (Date), amount, withdrawals and deposits are shown in corresponding columns, check number (Doc/Check#) is assigned. 

Set the Account ID (number) and the Account Type before converting. Account ID must be all digits for Quickbooks. For multiple accounts, use a different Account ID for each account. 

Currency should be USD even for non-USD accounts for Quickbooks US edition. For the Canadian edition, you can use USD and CAD. And for the UK edition, GBP currency must be set. If you have another currency, you have to use another converter, for example, Bank2IIF converter, that converts PDF files and you can create IIF files and import it in any currency account. IMPORTANT: Bank2IIF is now replaced with the Transactions app, which converts from more formats and converts to more formats.

If you use accounting software, for example, Xero, which allows the different currencies to be set, you can set any currency you need for this specific conversion. The converter is not specified for Quickbooks only, but for Quickbooks, you must follow certain rules to have your QBO file importable.You have to set INTU.BID number to match your bank or use a default value. The INTU.BID value defines the bank label shown during a QBO import in Quickbooks. It has to be from the allowed bank. You can try to locate your bank, make sure a bank you choose supports the account type you are converting for. Keep the default value if your bank is not listed (3000-Wells Fargo or any allowed bank). You can ignore settings, like Balance, Bank ID, Branch ID, Encoding for Quickbooks, but you can set them if your accounting software requires. 

Click the 'Convert' button to create a QBO file.  

Confirm the file name and location. 

Import created QBO file into Quickbooks

Now the QBO file is created, let's switch to Quickbooks and import created QBO file. Before importing a QBO file make sure that the account you need to import into doesn’t have a blue ball icon. Click 'Lists' - 'Charts of Accounts'. If it has a blue ball icon it means the account is online linked to direct download. You need to disconnect first to import a QBO file.  

To disconnect, right-click - 'Edit Account'. 

Then click 'Online Settings' and select 'Not enabled' and click 'Save'. 

Then click 'Ok'.  

Check there is no blue ball after the change. After disconnecting the account from online services, you can import a QBO file.  

To import a QBO file, select 'File' - 'Import' - 'From Web Connect', select created QBO file.  

And select an existing account to import transactions. It shows the Account ID, Account Type, that you set in the PDF2QBO and it offers you to choose an existing Account. Click the 'Continue' button. 

Now your data is imported. 

Open Bank Feeds, and assign Vendor Records and expense/income accounts and add transactions to the register.