QuickBooks Desktop Export: Importing into QuickBooks Desktop
This article walks you through importing your Rev.io CSV export files into QuickBooks Desktop using Transaction Pro Importer. See the QuickBooks Desktop Export: Exporting Data from Rev.io article for instructions on generating your CSV files before starting this process.
Recommended Import Order
If you are importing multiple entity types, import them in the following order to ensure that references between records resolve correctly.
| Order | Entity Type | Why This Order |
|---|---|---|
| 1 | Customers | Invoices and payments reference customers by name. Customers must exist in QuickBooks before importing transactions. |
| 2 | Invoices | Payments reference invoices. Invoices must exist before importing payments that apply to them. |
| 3 | Payments | Payments link to existing invoices by invoice number. Import after invoices so the references match. |
| 4 | Purchase Orders | Purchase orders reference vendors. If the vendor does not exist, Transaction Pro will prompt you to create it. |
Opening Transaction Pro
1. Make sure QuickBooks Desktop is open with your company file loaded.
2. Open Transaction Pro Importer. It will detect your open QuickBooks company file automatically.
Configuring the Import
3. Select your file source. Browse to the CSV file you downloaded from Rev.io.
4. Set the field delimiter to Comma. The record delimiter can remain as CRLF (the default).
5. Select the import type that matches the CSV file you are importing.
| Rev.io CSV File | Transaction Pro Import Type |
|---|---|
| Customers | Customer List |
| Invoices | Invoice |
| Payments | Receive Payment |
| Purchase Orders | Purchase Order |
6. Click Next. Transaction Pro will display a preview of the records in your CSV file. Review them and click Next again.
Mapping Fields
On the mapping screen, your CSV columns appear on the left and QuickBooks fields appear on the right. Click Field Match to automatically map columns by name. Transaction Pro will match most fields automatically based on the column headers in the Rev.io export. If any fields are not matched automatically, select the correct QuickBooks field from the dropdown next to each CSV column. Review the mapping to confirm everything looks correct, then click Next.
| TIP: After mapping fields for the first time, check the Save All Settings box in Transaction Pro. This saves your mapping configuration so you do not have to redo it on future imports. |
QuickBooks Item Settings
If your CSV contains items that do not already exist in QuickBooks, Transaction Pro will display the QuickBooks Item Settings screen. Complete the following fields.
| Field | Description |
|---|---|
| Item Type | Select Service for most Rev.io items. Use Inventory Part if you are importing physical products that you track inventory for. |
| Account / Income Account | Income account from your QuickBooks chart of accounts where revenue from these items should be recorded, such as Sales Revenue or Service Income. |
| COGS Account | Required for inventory items only. Select your Cost of Goods Sold account if applicable. Leave blank for service items. |
| Asset Account | Required for inventory items only. Leave blank for service items. |
| Sales Tax Code | Select the appropriate tax code. Use Non for non-taxable items or select your applicable tax code. |
Running the Import
Click Finish to start the import. Transaction Pro will transfer each record from your CSV into QuickBooks Desktop. When complete, a summary displays showing how many records were imported successfully and whether any errors occurred. If any records fail, Transaction Pro will display the error details. Review the errors, correct the data in your CSV if needed, and re-import the failed records.