Importing an IIF file into QuickBooks Desktop for Windows & Mac – How to Do?

importing an iif file into quickbooks desktop for windows mac

Intuit Interchange Formats (IIFs) are a way to import transactions or lists directly into QuickBooks Desktop. QuickBooks Desktop company data are organized in a text file that is cross-platform.

A QuickBooks IIF file can be opened in Excel or Notepad, but it is exclusive to QuickBooks. Using columns and rows, it contains finance and account-related data. The following instructions explain how to import Intuit Interchange Format (IIF) files to and from QuickBooks Desktop.

Important Points Before you import transactions:

  • Imports cannot be undone, so you should back up your company file before proceeding.
  • To import transactions, you must first set up Accounts, Items, Names, and Sales Tax Items and Names. There are two ways to do this. If you would like, you can enter the data directly into QuickBooks OR you can include codes in your IIF file for importing this information.
  • As a result of not setting up this data, some of the data will be incorrect or unusable when you import transactions.
  • You cannot change the A/R account to a Type A/R account because it is set up as a Type bank account.
  • An invoice cannot use the customer’s name because it is set up as a different name.
  • It is not possible to change the type of sales items or sales tax items.

Read More: How to Import Journal Entries from Excel into QuickBooks Desktop?

General Steps to Import transactions:

  • Log in as the Administrator to your data file.
  • Switch to single user mode (SU).
  • Import IIF files by choosing File > Utilities > Import > IIF Files.
  • Navigate to the location of your IIF file and highlight it.
  • Simply click the Open button.
  • A message appears in QuickBooks confirming the import of your data.
  • On the message, click OK.

List from which you can Import .IIF files are:

Chart of AccountsItems
EmployeesShipping methods
Vendor typesTo dos
NotesSales tax codes
Customers and customer JobOther names
ClassesPayment terms
Customer messagesSales reps
Customer and job typesVendors
BudgetsPayment methods
Price levels 
Table – List from which you can Import .IIF files

Read More: How to Import Bank Transactions into QuickBooks Desktop?

Transactions that can Import .IIF files are

Account beginning balancesChecks
InvoicesAccount transfers of funds
Cash sales to customersPayments from customers
DepositsEstimates
Vendor billsVendor bill refunds
General journal entriesCredit card refunds to customers
Cash refunds to customersCredit card transactions
Credit memos to customersPurchase orders
Table – at can Import .IIF files

Read More: How to Import Customers from Another Program in QuickBooks?

About few IIF file import limitations

  • There is a limit to the number of items you can import.
  • Importing IIF files does not link transactions. After the import, you will still need to link an invoice and an invoice payment.
  • Importing assembly items does not allow you to import data in the item’s custom fields.
  • Per item price levels can’t be imported.
  • IIF files cannot be imported into or exported from QuickBooks in various countries. From the US version of QuickBooks to the Canadian version, for example.
  • If you create an IIF import file in Microsoft Excel, you cannot enter numbers with leading zeros. You can format the column cells as Custom as a workaround.

Read More: Unable to Open .IIF file into QuickBooks – How to Fix?

Steps to Import an IIF file into QuickBooks Desktop for Windows

Important: Before importing IIF files, backup your company file. In the event of a problem, your backup can be used to restore your data.

  • Log in as an admin to your company file.

Note: If Multi-user mode is selected, you must switch to Single-user mode using the File menu.

  • Select Utilities from the File menu.
  • Select Import IIF from the Import menu.
  • To import an IIF file, select Open after selecting the file.
  • The import will be confirmed when you select OK.

How to edit an IIF file?

  • Go to File and select Open in Microsoft Excel.
  • Select All Files from the File type dropdown.
  • You can edit an IIF file by selecting it and pressing the Open button.
  • Click Next, then Next and Finish in the Text Import Wizard.
  • Change your IIF file.
  • Select Save from the File menu, then Yes.
  • You can now exit Excel. An IIF saving prompt will appear. Then select Don’t Save.

Steps to Import an IIF file into QuickBooks Desktop for Mac

Note: Before you import IIF files, be sure to backup your company file. You can always restore your data from your backup if you ever run into problems.

  • Log in as an admin to your company file.
  • Select Import from the File menu.
  • Export your IIF file by selecting From IIF Files.

Read More: How to Import & Export CSV Files in QuickBooks Desktop or Mac?

The IIF file import feature in QuickBooks allows you to combine data from multiple sources into one view and provide reporting and analytics on the accounts accordingly. The purpose of this blog is to explain what IIF files are, what type of data they contain, and how you can import them into QuickBooks Desktop. Hope you liked the above read.

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