Overview

The QuickBooks IIF Import Tool helps you migrate master record data (not transactions) from QuickBooks IIF (Intuit Interchange Format) files into AccountEdge. The tool provides intelligent data mapping, field conversion, and comprehensive error reporting to ensure a smooth transition between accounting systems.

What Gets Imported

The tool converts and imports the following QuickBooks data types:

• Chart of Accounts - All account types, including Bank, Accounts Receivable, Assets, Accounts Payable, Credit Cards, Liabilities, Equity, Income, and Expenses
• Customers - Complete customer records with addresses, contact information, payment terms, and custom fields
• Jobs - Project/job records linked to customers with status tracking
• Vendors - Supplier records with addresses, contact information, payment terms, and custom fields
• Employees - Employee records with contact information and custom fields
• Items - Inventory and service items with pricing, linked accounts, and tax settings
• Tax Codes - Both simple and consolidated (group) tax codes with rates and linked accounts
• Payment Methods - Standard payment method definitions
• Shipping Methods - Shipping method definitions
• Invoice Comments - Predefined invoice memo text
• Departments - QuickBooks Classes converted to AccountEdge Departments
• Categories - QuickBooks Classes converted to AccountEdge Categories

What Does Not Get Imported

The QuickBooks Import Tool will not import any transaction data. In addition, it will not import Auto-Build Items or Kits.  

AccountEdge does not allow you post transactions to header accounts. While importing the chart of accounts, if a header account in QuickBooks has a balance, AccountEdge will import it as a detail account. 

Before You Begin

Now would be a good time to clean up your QuickBooks data before importing it into AccountEdge, and to remove unused accounts, customers, vendors, etc.  

Please read each window presented during your AccountEdge file creation using the New Company File Assistant and the importing tool.

First, export your IIF file from QuickBooks. To do so, in QuickBooks desktop, select File>Utilities>Export>Lists to IIF Files and select the lists you want to export based on the data types listed above (Chart of Accounts, Customer List, Vendor List, etc.).  Give the file a name and note the location to save it.

Getting Started

To get started, use the AccountEdge New Company File Assistant to create your AccountEdge Company file. In the Assistant, when the Accounts List page opens, select “I’m Switching from QuickBooks and will import my data”.

The Assistant will create your company file with a limited Accounts list to help you get started, then guide you through importing your lists using the IIF file.  

At the Conclusion step, AccountEdge will guide you toward importing your files using one of two methods, described below.

We recommend using the Easy Setup Assistant to customize the preferences and defaults used in your company file before importing your IIF file.  

Two Import Methods

Next, in AccountEdge, select File>Import Data>QuickBooks IIF File to start the import process. 

You’ll receive this reminder to review your imported data.

You can choose between two approaches:

Method 1: Create Import Files

This method generates separate tab-delimited text files for each record type without importing them into AccountEdge. Use this when you want:

• Maximum control over the import process
• To review and edit data before importing
• To import record types selectively
• To import files at different times
• To troubleshoot specific data issues

Process:

1. Select File>Import Data>QuickBooks IIF File to start the import process 
2. Select "Create Import Files" from the dialog
3. Choose your QuickBooks IIF file from the saved location
4. The tool creates separate files in Documents>AccountEdge>Import Logs>QB IIF Import Files for each file. 
5. Review the generated files
6. Import each file manually using the File>Import Data menu (see the table below for specific paths for each file type)
7. Review the import summary showing records imported, warned, and skipped
8. Check the Import Log files for any issues that need attention
    

Import Order and Dependencies

For best results, import files in this order:

1. Accounts - Must be imported first (referenced by items, customers, vendors)
2. Tax Codes - Should be imported early (referenced by items and transactions)
3. Payment Methods - Before customers and vendors
4. Shipping Methods - Before customers
5. Invoice Comments - Independent
6. Departments - Independent
7. Categories - Independent
8. Vendors - Before items (for vendor references)
9. Items - Before transactions
10. Customers - Before jobs
11. Jobs - After customers
12. Employees - Independent

The Full Import method automatically handles this order. 

To manually import each file, use the menu paths shown below. For example, to import customers: File>Import Data>Cards>Customers, then select the tab-delimited file format and choose your *_Customers.txt file.

Import Files and Logs:

Windows: 
C:\Users\[Username]\Documents\AccountEdge\Import Logs\QB IIF Import Files\

Mac:
~/Documents/AccountEdge/Import Logs/QB IIF Import Files/

Method 2: Import IIF File (Full Import)

This method creates the import files AND automatically imports them all into your AccountEdge company file.

Use this when you want:

• A streamlined, one-step import process
• Immediate results with a comprehensive summary
• Detailed logging of warnings and errors

Process:

1. Select File>Import Data>QuickBooks IIF File to start the import process 
2. Select "Import IIF File" from the dialog
3. Choose your QuickBooks IIF file from the saved location
4. The tool converts, imports, and generates a detailed summary report
5. Review the import summary showing records imported, warned, and skipped
6. Check the Import Log files for any issues that need attention

This method also creates the tab-delimited import files for each IIF record type, if needed at a later date.  

You may receive a dialog box indicating “We’ve identified invalid account numbers in your QuickBooks file”.  You can either “Auto-Number Accounts” or “Skip Invalid Accounts” to move forward.  

If AccountEdge recognizes Jobs in your IIF file, you’ll be given the chance to import them or skip them.  If you have Classes set up in QuickBooks, AccountEdge lets you import them as Categories or Departments.  

At the end, AccountEdge will display the “QuickBooks IIF Import Summary” window with details of what was imported and any warnings. You can click “Open Folder” to view the warnings saved.

Next Steps

Linked Accounts

In AccountEdge, you'll want to configure your Linked Accounts. Select Setup>Linked Accounts and confirm the accounts selected for Accounts & Banking, Sales Accounts, Purchases Accounts, and Payroll Accounts. 

Pay special attention to your Sales/Purchases Linked Accounts and select your Accounts Receivable/Account Payable control account imported from QuickBooks.  By default, AccountEdge will link to the default accounts created when you first started your company file.  When you imported your IIF file, new accounts were imported, so the linked accounts need to be confirmed or reset.  To change these linked accounts, use the Linked Accounts windows and choose the correct accounts imported from QuickBooks.  

Here is the Sales Linked Accounts window, select the account used as your Asset Account for Tracking Receivables (your A/R account from QuickBooks) and your Bank Account for Customer Receipts.

Do the same for your Linked Purchases Accounts (choosing your QuickBooks Accounts Payable account for the Liability Account for Tracking Payables), the Bank Account for Paying Bills (which is likely to be the same account you selected for the Sales Linked Accounts>Bank Account for Customer Receipts).

Opening Balances

Coming soon….Details on entering your open Accounts Receivable and Accounts Payable.

That’s it.  You’ve successfully imported your master records into your new AccountEdge company file.  

Remember: The QuickBooks Import Tool does not import transactional data, Auto-Build Items, or Kits. Be sure to review your lists, especially your Chart of Accounts, if you have a lot of accounts.