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Data Import & Export

Why Import and Export?

Moving data in and out of BeeKeeper lets you:

  • Migrate from other software: Bring historical data into BeeKeeper
  • Share with your accountant: Export reports in standard formats
  • Board reporting: Create formatted reports for meetings
  • Tax preparation: Export data needed for Form 990-EZ filing
  • Backup: Keep copies of your financial data

Exporting Data

What Can Be Exported

Data Where to Find It
Chart of Accounts Bookkeeping > Chart of Accounts > Export
Journal Entries Journal Entries > Export
Balance Sheet Reports > Balance Sheet > Export
Profit & Loss Reports > Profit & Loss > Export
Trial Balance Reports > Trial Balance > Export
Form 990-EZ Reports > Form 990-EZ > Export
Budget Budgets > Select budget > Export
Expense Reports Expense Reports > Export
Vendor List Vendors > Export
Vendor Payment Summary Reports > Vendor Payment Summary > Export
Vendor Payment Detail Reports > Vendor Payment Detail > Export

Export Formats

Format Best For
CSV Universal compatibility, importing into other software
XLSX Excel users, preserves formatting, multiple sheets
PDF Board packets, official records, printing
HTML Opens in browser, print directly, quick review format

Exporting Accounts

  1. Go to Bookkeeping > Chart of Accounts
  2. Click Export
  3. Choose CSV or XLSX
  4. File downloads automatically

Exporting Journal Entries

  1. Go to Journal Entries
  2. Apply filters if needed (date range, account)
  3. Click Export
  4. Choose CSV or XLSX
  5. File downloads with all visible entries

Exporting Reports

  1. Go to Reports
  2. Select the report type
  3. Set parameters (date range, fiscal year)
  4. Click Export or Download
  5. Choose your format

Importing Data

Supported Import Formats

Format Extension Features
QFX/OFX .qfx, .ofx Standard bank format, auto-deduplication
CSV .csv Universal, requires column mapping
XLSX .xlsx Excel format, requires column mapping

Importing Transactions

Imports are done at the individual account level:

  1. Go to Bookkeeping and select the account
  2. Click Import
  3. Select your file
  4. Follow the format-specific steps below

QFX/OFX Import

QFX and OFX are standard bank download formats:

  1. Download a QFX or OFX file from your bank’s website
  2. Select the file in BeeKeeper’s import dialog
  3. BeeKeeper reads the file and shows a preview
  4. Click Import

QFX and OFX files include unique transaction IDs. BeeKeeper automatically skips transactions that have already been imported, preventing duplicates.

CSV Import

  1. Select your CSV file
  2. BeeKeeper shows a column mapping screen
  3. Map your columns to BeeKeeper fields:
    • Date (required): Transaction date
    • Description (required): Transaction description
    • Amount (required): Transaction amount
    • Payee (optional): Who the payment was to/from
    • Reference (optional): Check number or reference
  4. Review the preview
  5. Click Import

CSV Tips:

  • Date formats accepted: YYYY-MM-DD, MM/DD/YYYY
  • Use positive numbers for income, negative for expenses
  • Remove currency symbols ($) and thousand separators (,)
  • Ensure consistent column order throughout the file

XLSX Import

Works the same as CSV import:

  1. Select your XLSX file
  2. Map columns to BeeKeeper fields
  3. Review and import

After Import

All imported transactions enter the review pipeline:

  1. Transactions appear on the account’s Needs Review tab
  2. Transaction Rules are applied automatically
  3. AI categorization runs for unmatched transactions
  4. You review and accept each transaction

See Imported Transactions for the full review workflow.

Tips for Successful Imports

Before Importing

  • Clean up your data file (remove header rows, summary rows)
  • Verify date formats are consistent
  • Check that amounts have the correct sign (positive/negative)
  • Back up your BeeKeeper data first (export current transactions)

During Import

  • Start with a small file to test the mapping
  • Verify the preview looks correct before confirming
  • Pay attention to any warnings or skipped rows

After Import

  • Review imported transactions promptly
  • Check for duplicates if you’ve imported from multiple sources
  • Verify totals match your source data

Limitations

  • CSV/XLSX imports do not auto-deduplicate (only QFX/OFX does)
  • Maximum file size: 10MB
  • Date range is not restricted — you can import historical data
  • Import is one account at a time
  • Cannot import journal entries directly (only bank-style transactions)
  • Cannot undo an import (but you can delete individual imported transactions)

Common Questions

Can I import from QuickBooks? Export your QuickBooks data to CSV format, then import into BeeKeeper.

What if my CSV has different columns? The column mapping step lets you match any column layout to BeeKeeper’s fields.

Will importing create duplicates? QFX/OFX files auto-deduplicate. For CSV/XLSX, check for existing transactions first.

Can I import into multiple accounts at once? No, imports are per-account. Run separate imports for each account.

What if the import fails? Check your file format, ensure required columns are present, and verify date/amount formats. Try a smaller file to isolate the issue.

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