How to Import Bank Statement Transactions into QuickBooks Desktop Using IIF Files

Downloading Transactions as an IIF File #

1. Log in to DocuClipper: Access your account by entering your credentials.
2. Navigate to Data Extraction: Click on “Bank & Credit Card Statements” located in the left sidebar at the top under “Convert” or within the dashboard main page.
3. Upload Your Scanned or PDF Bank Statements: Drag and drop one or more PDFs or scans of your bank statements.
4. Categorize Transactions:
   • Choose a category group.
   • If you’re using QuickBooks Desktop, we recommend creating a new category group that includes custom categories linked to your QuickBooks vendor names or chart of accounts.
   • Each category name must exactly match the corresponding expense or income account name in QuickBooks Desktop, character for character.
   • This ensures accurate transaction mapping during import.
5. Preview and Review Categorization:
   • Verify that each transaction has been categorized correctly under your newly created QuickBooks Desktop-compatible category group.
   • This step helps prevent errors and mismatches during import.
6. Download IIF File: Once the data extraction and categorization are complete, click on the “Download Data” button on the right side, above the Summary of Reconciliation.
7. Select Output Format: In the Output Format dropdown, select “QuickBooks Desktop IIF”.
8. Enter Details: Complete the required information within the “Source Account” and the “Destination Account” fields.
   Source Account:
   • Required field
   • Enter the name of the account from which the transaction originates
   • The account name must match exactly with an account name in your QuickBooks setup
   • Example: “Checking Account”, “Savings Account”
   Destination Account:
   • Option 1: Use Category as Destination Account (Recommended)
     • This is the default option
     • Uses the transaction’s category as the destination account
     • Category names must match exactly with account names in QuickBooks
     • Best for consistent account mapping across transactions
   • Option 2: Use Custom Destination Account
     • Manually specify a destination account for the transaction
     • The account name must match exactly with an account name in QuickBooks
     • Use this when you need to override the category-based destination account

   Important: All account names (both source and destination) must match your QuickBooks account names exactly, including spaces and capitalization.

9. Finalize Download: Click on “Download IIF”.

Importing the IIF File into QuickBooks Desktop #

After obtaining the IIF file, follow these steps to import the transactions into QuickBooks Desktop:

1. Navigate to Import Option: Click on “File > Utilities > Import > IIF files” in QuickBooks Desktop.

For more detailed information on IIF files and how to import them into QuickBooks, you can refer to the video tutorial provided in the original article.

If you encounter any issues or have any questions, please don’t hesitate to contact our support team. Additionally, you can read our detailed blog article: How to Import Bank Statements into QuickBooks Desktop.