Import from QuickBooks desktop

You can import data from QuickBooks desktop by exporting it as a file, then importing the file to your engagement.

Note: Accounts with zero balances are not automatically imported into Caseware Cloud apps. If you want to include zero-balance accounts, you must manually add and assign them to the designated groups.
Zero-balance accounts are imported into IDEA files.

After you complete the import, you can reimport the trial balance data at any point in time by going to the Data page, and selecting Import, then one of the available options:

  • Reimport Trial Balance - Select this method to reimport the data with the original import method that you used. For example, if you previously used Xero to import the trial balance data, the Xero import method displays when you attempt a reimport.

  • Reimport from different source - Select this method to reimport the data with a different import method. For example, if you previously used Xero, but now want to import the trial balance data from a CSV file.

When you reimport the data, accounts from the new data are matched to the old data using the account name and number. Balances for matching accounts are overwritten with the new data. Accounts that only exist in the old data and not the new data are deleted.

Note: In engagement files created from carry forward, account balances from prior years are not overwritten or deleted by the new data from reimport.

Before you start, make sure that you complete the necessary prerequisite steps based on your QuickBooks version:

QuickBooks Canada / UK / Australia:

  • Install an applicable version of QuickBooks on your workstation.
  • Install the QuickBooks Export Utility on your workstation. You can download it from MyCaseware on the Support Downloads page.
  • In QuickBooks, you must permit the QuickBooks Export Utility access to the file. On the ribbon, click Edit | Preferences... | Integrated Applications | Company Preferences and deselect Don't allow any applications to access this company file.

QuickBooks USA:

  • Install an applicable version of QuickBooks on your workstation.

Step 1: Export data from QuickBooks desktop

To export data from QuickBooks Canada / UK / Australia:

  1. Open your QuickBooks desktop account, then open the company file that you want to import.

  2. Open the QuickBooks Export Utility.

    1. In the QuickBooks Version drop-down, select your QuickBooks version.

    2. ​In the Export Path field, select Browse….

      3. The Browse For Folder dialog opens.

    3. Navigate to the where you want to create the export file, then select OK.

    • Select Specify last transaction date and enter the applicable date.

    • In the Accounting method drop-down, select the applicable accrual method.

  3. Select Export.

The accounting data from the QuickBooks Desktop file is exported to a file in the specified location.

To export data from QuickBooks US:

  1. Open your QuickBooks desktop account, then open the company file that you want to import.

  2. On the ribbon, select File | Utilities | Copy Company File for QuickBooks Online....

    If prompted to close any open windows, select OK.

  3. In the Save Exported Company file to... dialog, navigate to the location on your workstation where you want to create the QuickBooks Online file and select Save.

  4. Select OK.

The accounting data from the QuickBooks Desktop file is exported to a file in the specified location.

Step 2: Import the exported data to your engagement

To import the exported data to your engagement:

  1. Download the Caseware Cloud Import Utility.

    2. Caseware Cloud Import Utility(.exe)

  2. Open the Utility, select Other Data Source and select Next.

  3. In the Import From and Version drop-downs, select QuickBooks and the version you're importing from.

    Note: Refer to Supported third party accounting packages for the list of supported versions. If you find outdated versions in the list, report the issue to Caseware for investigation.

  4. Browse to the Import Path of the client file you want to import.

  5. In the Select Client ID File field, specify the client file.

  6. At File extension, select the correct file extension for the file.

    The file extension options vary based on the version you've selected in Step 3.

  7. Specify the desired settings for the import.

    The settings vary based on the version you've selected in Step 3.

  8. Select Next, then Finish.

  9. Save the generated zip file using the displayed prompt.

  10. In your engagement file, go to the Data page and select Desktop Accounting Software.

  11. Select or drag-drop the zip file you've saved in Step 9.

The data is imported to the engagement file and becomes available in the Data page.