Feature · Send to QuickBooks Online
Send a bank statement to QuickBooks Online
Convert a PDF statement, review it, and send the bank statement to QuickBooks Online without building an import file. Every row is posted to the bank or card account you choose, and every row reports back: sent, already there, or refused with QuickBooks’ own reason.
- Expenses, Deposits and card credits
- A result for every row
- Sending again skips what is already there
- Blocked before sending if currencies differ
The short answer
Can you send a PDF bank statement straight to QuickBooks Online?
Yes. Convert the PDF in VouchRow, review the rows, choose Send to QuickBooks and pick the QuickBooks bank or credit card account the statement belongs to. Each row is created in that account as an Expense, a Deposit or a card credit, and each row reports whether it was sent, was already there, or failed.
That replaces the usual way to import a PDF bank statement into QuickBooks Online, which is to export a QBO or CSV file and upload it from the Banking screen. There is no file to produce, no CSV columns to map and no Intuit bank ID to look up. The trade is that sent rows are posted straight into the register rather than waiting in For Review, so the checking happens in VouchRow before you send.
It is built for statements a bank feed does not cover: months before the feed was connected, accounts that were closed, card accounts with no feed, and catch-up work from client PDFs.
Step by step
How to send a bank statement to QuickBooks Online
Connecting is done once per workspace. After that, sending a reviewed statement takes a few clicks.
- 1Connect your QuickBooks Online companyGo to Account → Integrations and sign in with Intuit’s own sign-in page. A QuickBooks company admin authorizes the connection, which then belongs to your VouchRow workspace. This needs the “Manage integrations” permission.
- 2Convert and review the statementUpload the PDF and read the reconciliation. Flip a row read the wrong way round, exclude a stray row, and label rows with the names of your QuickBooks accounts where you already know them. The statement has to be saved in the workspace, because the saved copy is how VouchRow knows which rows have already gone.
- 3Choose Send to QuickBooks and the accountPick the QuickBooks bank or credit card account this statement belongs to, and the default categories for rows without a matching label. Unless you choose otherwise these are QuickBooks’ Uncategorized Expense and Uncategorized Income.
- 4Check the summary before anything is sentYou see how many rows go out as Expenses and how many come in as Deposits (or card charges and card credits), and the statement’s currency. If the QuickBooks account is kept in a different currency, sending is blocked here.
- 5Send and read each row’s resultEach row comes back as sent, already sent (skipped) or failed. A failure shows QuickBooks’ own message and Intuit’s reference id for the request.
- 6Match the bank feed, then reconcileIf the same account also has a live bank feed for these dates, match the feed items to the transactions you sent. Then reconcile the account in QuickBooks against the statement’s ending balance.
What each row becomes in QuickBooks
An app can create a short list of transaction types in QuickBooks Online, and a statement row maps to one of them by two things: whether the account you picked is a bank account or a credit card account, and whether the money went out or came in.
Rows you excluded in review are not sent, rows the bank printed as two lines and you merged go as one, and a row with a zero amount is skipped because QuickBooks has nothing to record for it.
- Bank account, money out: an Expense (a QuickBooks Purchase paid by cash or check).
- Bank account, money in: a Deposit.
- Credit card account, a charge: an Expense (a Purchase paid by credit card).
- Credit card account, a payment, credit or refund: a Credit card credit.
Posted in the register, not in For Review
The transactions are created as posted transactions in the account register. They do not appear in QuickBooks’ Banking “For Review” list, because QuickBooks does not let any app add to that list: it is reserved for Intuit’s own bank feeds. That is true of every converter that “sends to QuickBooks”, whatever its marketing says.
In practice this means the review happens before you send rather than after. The reconciliation, the source-line links and your category labels are the review step, and once a row is sent it is in the books.
Sending twice does not create twice
Every row that is sent is recorded against the QuickBooks company and the saved statement. Send the same statement again, after an interruption or by mistake, and the rows already in QuickBooks are skipped and reported as already sent.
Each create request also carries an idempotency id built from the company, the statement and the row. If a request is retried because a connection dropped halfway, QuickBooks answers with the transaction it already made instead of making a second one.
If you delete a sent transaction in QuickBooks, VouchRow notices, through Intuit’s change notifications and a check before each send, and that row becomes sendable again. A voided transaction is still in QuickBooks at zero and counts as present: voiding is a deliberate choice, and quietly re-creating the row would undo it.
QuickBooks Online only, and never into For Review
Why it works
What sending gives you over an import file
No file in between
No Web Connect file, no Intuit bank ID, no CSV column mapping and no date format to get right. The reviewed rows go to QuickBooks as they are.
Your labels become accounts
A row labelled with the name of an account in the company is posted to that account. Label 40 rows from one supplier in review and they arrive categorized.
Safe to press twice
Rows already sent are skipped, and a retried request cannot create a second transaction. An interrupted send is finished by sending again.
Failures in QuickBooks’ words
A refused row shows the message QuickBooks returned and Intuit’s reference id, which is what Intuit support asks for if the cause is on their side.
Card statements booked as card transactions
On a credit card account, charges become card Expenses and payments and refunds become Credit card credits, not bank Deposits.
Connecting and sending are separate permissions
One person can hold “Manage integrations” and connect the company, while others hold only “Send to QuickBooks” and cannot change the connection.
Connecting
Connecting a QuickBooks Online company
The connection is made with Intuit’s own sign-in (OAuth), so VouchRow never sees your QuickBooks password. The person who completes it is an admin of the QuickBooks company, who authorizes VouchRow for that company.
The connection belongs to the VouchRow workspace rather than to the person who made it. Teammates with the “Send to QuickBooks” permission can send reviewed statements into it; connecting, reconnecting or disconnecting needs “Manage integrations”. Both permissions can be given to custom roles.
Sending is on the paid plans: Starter, Professional and Business.
Categories
How each row chooses its category account
Every Expense, Deposit or card credit in QuickBooks needs a category account on its line. VouchRow takes it from the label you gave the row in review, when that label matches the name of an account in the QuickBooks company. Otherwise the row goes to the default you picked when sending: QuickBooks’ Uncategorized Expense for money out and Uncategorized Income for money in, unless you chose others.
A label is only used when it names an account of the right kind. A row of money going out that is labelled with an income account’s name goes to the default instead, because that label is more likely a slip than an instruction.
There is no automatic categorization. Rows you did not label land in the default accounts, where QuickBooks’ own tools can reassign them in one pass. A visible Uncategorized row is easier to fix than a plausible wrong one.
- Match the label to the account name exactly as QuickBooks shows it. Case does not matter; spelling does.
- Transfers between your own accounts, including a payment to a credit card from checking, are created as Expenses, Deposits or card credits, not as QuickBooks transfers. If both sides of a transfer are sent, recode them in QuickBooks or exclude one side before sending.
Results
Reading the result for each row
Rows are sent a few at a time, and each one gets its own result. Nothing is reported as a single “done” that hides a partial failure.
| Result | What happened | What to do |
|---|---|---|
| Sent | QuickBooks created the transaction in the account you chose (including a row sent again after it was deleted in QuickBooks) | Nothing. Match it to a bank feed item if the account has a feed for these dates |
| Already sent (skipped) | The row is already in QuickBooks from an earlier send of this statement | Nothing. This is what makes sending twice safe |
| Skipped, zero amount | The row has no amount for QuickBooks to record | Nothing |
| Failed | QuickBooks refused the request; its message and Intuit’s reference id are shown | Fix what the message names and send again; rows already sent are skipped |
Bank feeds
Send a bank statement to QuickBooks Online without doubling the bank feed
A QuickBooks account can be fed from two places: Intuit’s bank feed, which downloads into For Review, and transactions created by apps like this one, which go straight into the register. QuickBooks does not merge the two by itself. If both cover the same dates, the same activity is in the account twice.
There are two clean ways to avoid that. Send only the periods the bank feed does not cover, such as the months before the feed was connected. Or, where the periods overlap, match each feed item in For Review to the transaction you already sent instead of adding it.
VouchRow does not remove duplicates that a bank feed and a sent statement have already created together. That clean-up happens in QuickBooks.
Currency
The currency check
A statement’s amounts are in the statement’s currency, and QuickBooks keeps each bank and card account in one currency. If the account you pick is kept in a different currency, sending is blocked before a single row goes, with a message naming both currencies. Where the company has accounts in the statement’s currency, those are the ones offered.
There is no currency conversion. A euro statement sent to a dollar account would post euro amounts as dollars, which is wrong in a way that balances perfectly, so it is refused rather than converted.
Side by side
Sending, or uploading a file to QuickBooks
All three routes start from the same reviewed statement. They differ in where the rows land and what stops a repeat.
| Send to QuickBooks | QBO (Web Connect) file | CSV file | IIF file | |
|---|---|---|---|---|
| QuickBooks edition | Online | Online and Desktop | Online | Desktop only |
| Where rows land | Posted in the register | Banking review before posting | Banking review before posting | Posted directly |
| Category set by | Your label, or your default | You or your bank rules, in QuickBooks | You or your bank rules, in QuickBooks | The file |
| Stops a repeat | Sent rows recorded, retries idempotent | A stable FITID on every row | Nothing | Nothing |
| Needs an Intuit bank ID | No | Yes | No | No |
Who uses it
When sending is the right route
Catch-up bookkeeping
A year of client PDFs from before the bank feed was connected, each reconciled on conversion and sent to the right account, with no overlap with the feed.
Credit card accounts without a feed
Card statements sent to the card account in QuickBooks, charges as card Expenses and refunds as card credits, ready to reconcile against the new balance.
Closed and replaced accounts
An account that has been closed has no feed left to connect. Its PDF statements are the only record, and sending them fills the register.
Firms with a review step
One person connects the company, a bookkeeper labels and sends, and the per-row results show exactly what went in.
FAQ
Send a bank statement to QuickBooks Online: questions
Can I import a PDF bank statement into QuickBooks Online?
Yes, after converting it. Either send the reviewed rows straight to a QuickBooks Online account from VouchRow, or export a QBO or CSV file and upload it from the Banking screen. Sending needs no Intuit bank ID; a QBO file does.
Why don’t the sent transactions appear in For Review?
QuickBooks does not let any app add to the For Review list. It is reserved for Intuit’s bank feeds. Apps can only create posted transactions in the register, which is where these appear. The same applies to every converter that sends to QuickBooks.
Will I get duplicates if the account also has a bank feed?
Yes, if both cover the same dates and you add the feed items as new. Send only the periods the feed does not cover, or match each overlapping feed item to the transaction already sent.
What happens if I send the same statement twice?
Rows already sent to that company from that statement are skipped and shown as already sent. Only rows that never made it, or that failed, are sent. Each request also carries an idempotency id, so a retried request cannot create a second transaction.
I deleted a transaction in QuickBooks. Can I send it again?
Yes. VouchRow notices the deletion, through Intuit’s notifications and a check before sending, and the row can be sent again. A voided transaction is still in QuickBooks and is not re-sent.
Which category does each transaction go to?
The account named by the row’s label in review, when it matches an account in the company and is the right kind (expense for money out, income for money in). Otherwise the default you choose when sending, which is Uncategorized Expense or Uncategorized Income unless you pick others.
Can I send a statement to an account in another currency?
No. The statement’s currency must match the QuickBooks account’s currency. A mismatch is blocked before anything is sent, and there is no conversion.
Does it work with QuickBooks Desktop, Xero or Sage?
No. Sending is for QuickBooks Online only, on the Starter, Professional and Business plans. QuickBooks Desktop users export a QBO (Web Connect) or IIF file. Xero, Sage and other ledgers take an exported OFX or CSV file.
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Send your next statement to QuickBooks Online
Create an account, convert a statement, connect your QuickBooks Online company and send. Sending is on Starter, Professional and Business; Starter is $15 a month for 300 pages.