How to Import QBXML Files into QuickBooks Desktop?

Accounting experts import QBXML files into QuickBooks Desktop. The purpose is to transfer organized accounting data via third-party applications and integrated systems. The process is crucial for ensuring data integrity in a system-driven workflow in QuickBooks Desktop.

Hence, the QBXML import must be correct and proper for regulated data exchange. Furthermore, proper QBXML import ensures data exchange between external applications and QuickBooks Desktop without direct database edits.

However, QuickBooks Desktop does not have a direct QBXML import option. That is why, in this guide, the purpose of QBXML is shared. Additionally, the specific steps to import QBXML files into QuickBooks Desktop have been explained.

Define a QBXML File?

QBXML means QuickBooks eXtensible Markup Language. QuickBooks Desktop uses QBXML to transfer organized accounting data with third-party applications and integrations.

Third-party accounting tools, developers, and automation systems issue QBXML files to migrate data into QuickBooks Desktop. A QBXML file includes organized records like:

• Customers
• Bills
• Vendors
• Bill payments
• Inventory items
• Chart of Accounts

Note: QuickBooks Desktop interprets the QBXML file. It changes the data into records in the company file.

Struggling With Accounting or Bookkeeping?

Talk to our experts in minutes — No wait time!

• Free Consultation
• Fast Response
• Trusted Experts

CALL NOWCHAT NOW

How to Import QBXML Files into QuickBooks Desktop?

To import an XML file into QuickBooks Desktop and download a QBXML file, follow these steps in the given order:

1. Open the QuickBooks Desktop on the system.
2. Sign in with the Admin account for the company file.
3. In the top menu, click the “File” option.
4. Change to “Single-User Mode”. This enables QuickBooks to complete the import without disruption.
5. Now, click the “File” option.
6. Choose the option “Update Web Services”.
7. Next, click the option “Manage Web Services”. This will open the QuickBooks Web Connector.
8. In the QuickBooks Web Connector, click the option “Add an Application”.
9. Search for and choose the “QWC” file. QBXML files are generally linked to a compact setup file called a QWC file.
10. Click the “Open” button. QuickBooks now requests permission.
11. When QuickBooks requests for access, choose the option “Yes whenever this company file is open”.
12. Select the option “Admin access”.
13. Click the “Continue” option.
14. Now, select the “Done” button and click it.
15. Now start the QBXML Update.
    • Browse to the Web Connector screen.
    • Add the password shared for the application.
    • Add a tick to the box beside the application name.
    • Click the option “Update Selected”.
16. Check the Imported Data
    • Check customers, transactions, and invoices.
    • Verify that the records are displayed properly.
    • Validate the reports if required.

Key things to know before importing QBXML

QBXML import needs research since QuickBooks Desktop is not compatible with direct manual imports. Here are the prerequisites to learn before importing QBXML files into QuickBooks Desktop:

1. QuickBooks Desktop does not offer a built-in “Import QBXML” option.
2. The QBXML file needs to adhere to the data format and validation rules of Intuit.
3. A third-party integration is needed for file processing.
4. QuickBooks Desktop should be installed on the system that performs the import.

Note: To process the QBXML files rather than native import utilities, QuickBooks accesses the QuickBooks Software Development Kit.

What are the Compatible Data Types for Import?

Check the lists and transaction types that are compatible with QuickBooks Desktop for import processes:

Transactions

The following transaction data can be imported:

1. Expenses and Payables- Vendor bill refunds, Vendor bills, Credit card transactions, Purchase Orders, and Checks.
2. Sales and Receivables- Customer cash refunds, customer credit memos, customer cash sales, invoices, customer credit refunds, estimates, and customer payments.
3. Banking and Other Tasks- Account opening balances, deposits, transfers, and journal entries.

Lists

The following list of data can be imported:

1. Customers and Vendors- Jobs, Vendors, Customers, Other names, and Vendor types.
2. Accounting- Budgets, Payment options, Chart of Accounts, Payment conditions, Classes, Sales tax codes, Customer messages, Price levels, and Sales reps.
3. Business Operations- Shipping options, Items, Notes, and To Dos.

Guidelines for Secure QBXML Import

To avoid data issues, follow these tips and tricks for secure QBXML import:

1. To check the QBXML file, use a sample company file.
2. Check the logs after every import.
3. Do not interrupt the QuickBooks application while importing is in progress.
4. Before import, take a company file backup.
5. Import small amounts of data.
6. Ensure not to import data during working hours.

Final Words

In this guide, complete information on how to import QBXML files into QuickBooks Desktop has been shared. From the reason to the steps, every vital piece of information has been shared for your convenience. Still, if there is any query or doubt, feel free to reach out to our team of QuickBooks professionals. Call our support team at SMBAccountants.com.

Frequently Asked Questions