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Moving your books into EZMunny

Whatever you use today — QuickBooks Desktop, QuickBooks Online or Quicken — your information can come with you. Pick the one you use and follow the steps. Nothing is saved until you look it over first, and anything already in EZMunny is skipped, so you can never end up with doubles.

First, the honest bit: the QuickBooks company file itself (the one ending in .QBW) is a locked, private format — no program other than QuickBooks can open it, ours included. That's why every method below starts by having QuickBooks write your information out into a file that can be read.
Not sure which QuickBooks you have? If you open it by double-clicking a program icon on your own computer, it's QuickBooks Desktop. If you get to it by typing a web address into your browser (like qbo.intuit.com) and signing in on a website, it's QuickBooks Online. Pick the matching card below. And if you use Quicken (not QuickBooks — it's a different program for personal and checkbook finances), use the Quicken card.

QuickBooks Desktop — everything in one file

The fastest way. One export, one upload, every section filled in.

  1. 1Open your company in QuickBooks Desktop.
  2. 2Click File → Utilities → Export → Lists to IIF Files.
  3. 3Tick every list you want — Customer List, Vendor List, Item List are the important ones — then click OK.
  4. 4Save the file somewhere easy to find, like your Desktop. It ends in .IIF.
  5. 5One thing to know about that tick-box list: it only holds names — the 19 or so boxes are all lists (customers, vendors, items and so on). Invoices are transactions, so they're never in that window. To get them, go back to File → Utilities → Export and choose Transactions to IIF Files if your version offers it, and save that file too. If you don't see that option, use the "one list at a time" card below — it explains the invoice report, too.
  6. 6In EZMunny, go to Import from QuickBooks and use the box titled "Step 1 — QuickBooks Desktop: bring everything over in one .IIF file" — it's the second box on the page, just below the Connect QuickBooks Online box. Choose your .IIF file. If you made a transactions file too, drop that one in afterwards — both are read the same way.
  7. 7EZMunny shows you how many customers, vendors, products, invoices and expenses it found. Click Import all and you're done.

QuickBooks Desktop — one list at a time

Use this if the one-file export isn't available in your version.

  1. 1In QuickBooks, open the report you want: Reports → Customers & Receivables → Customer Contact List (do the same for Vendor Contact List and your Item List).
  2. 2Click Excel → Create New Worksheet and save it. That's it — no need to save it again as a CSV.
  3. 3In EZMunny's Import from QuickBooks page, drop that file into Step 2 — Bring in your invoices and payments. EZMunny reads the column headings and works out by itself whether it's customers, vendors, products, invoices or expenses — you don't have to tell it.
  4. 4For your invoices: open Reports → Customers & Receivables → Transaction List by Customer (some versions call it Transaction List by Date — same thing, either one works). Send it to Excel the same way and drop that file in the same box.
  5. 5Look over the preview, then import. Repeat for each list.

QuickBooks Online

For QuickBooks Online only — not Desktop. Connect once and pull everything across with a single click.

  1. 1Go to Import from QuickBooks in EZMunny and click Connect to QuickBooks Online. (QuickBooks Desktop users: use the card above instead — the Connect button does not work with Desktop.)
  2. 2Sign in with your Intuit account and choose the company you want. You'll come straight back to EZMunny.
  3. 3Click Fetch my QuickBooks data. EZMunny reads your customers, vendors, products, invoices and expenses.
  4. 4Tick what you want, click Import selected, and it's in.
  5. 5Prefer files? QuickBooks Online can also export each list: the gear icon → Export data, or on any list page the Export to Excel button. Drop the file it gives you straight into the drop box — Excel files are fine.

Quicken — your checkbook and bank history

Goes into Bank Accounts, where your register and reconciling live.

  1. 1Open Quicken and select the account you want to bring over.
  2. 2Click File → Export → QIF file (on Quicken for Mac, File → Export → QIF File). Choose the account, set the date range, and tick Transactions.
  3. 3No QIF option in your version? Download the same history straight from your bank's website instead — look for Download or Export and pick Quicken (.QFX), .OFX or CSV. EZMunny reads all of those.
  4. 4In EZMunny go to Bank Accounts, add the account if you haven't yet, then click Import transactions on that account.
  5. 5Choose your file. EZMunny lists every transaction and unticks anything already recorded, so nothing doubles up. Import, and your register is filled in with a running balance.
  6. 6Only have a PDF statement? That works too. Choose the PDF the same way. EZMunny reads it and lists the transactions (give it up to a minute). Look the list over before you click import. Untick anything that looks wrong, because some bank PDFs are harder to read than a .CSV or .QFX file. One month's statement at a time, up to 10 MB.
  7. 7At the end of the month, use Auto reconcile on that same account: drop in the statement, type the ending balance, and EZMunny ticks off what matches and shows you what's missing.
  8. 8How to get the statement for auto reconcile: sign in to your bank's website, open the account and choose Download or Export — pick Quicken (.QFX), .OFX or CSV. That downloaded file is your statement.
  9. 9One thing to know: EZMunny doesn't connect to your bank on its own. You download the file from your bank's website (one click there) and drop it in here — the same way Quicken works.
What about my sales tax? Sales tax doesn't come across in any QuickBooks export — QuickBooks keeps it in its own tax settings, not in your lists or reports. It takes ten seconds to set up by hand: go to Settings → Default sales tax rate and type your rate (for example 7 for 7%). From then on every invoice and every sale at the register adds tax automatically, and you can untick tax on any line that isn't taxable. Tax you've collected shows up under Sales tax remittances in reports. Imported invoices keep the totals that came over from QuickBooks, so your history isn't changed.
Imported twice, or want a fresh start? Duplicates are normally impossible — anything already in EZMunny is skipped on the next import. But if you'd rather wipe the slate clean and import again from zero: go to Settings → Start over with a clean company, type WIPE, and every business record is erased (your login, subscription, business name and logo stay). Then run the import again.
Stuck? Open 24/7 Live Chat and describe where you are — it walks you through it — or contact us and a person will help. And remember, you can try EZMunny free without a credit card.
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