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 stakeholders: Provide data in common formats
• Archive records: Keep copies outside BeeKeeper
• Analyze in spreadsheets: Perform custom analysis
• Prepare tax returns: Extract data for accountants

Export Capabilities

What You Can Export

How to Export

General process:

1. Navigate to the data you want
2. Apply any filters (date range, account, etc.)
3. Click Export
4. Select format
5. File downloads automatically

Export Formats

CSV (Comma-Separated Values)

• Universal format
• Opens in Excel, Google Sheets, any spreadsheet
• Raw data, no formatting
• Best for data processing

XLSX (Excel)

• Native Excel format
• Preserves formatting
• Multiple sheets possible
• Best for analysis and sharing

PDF

• Fixed layout document
• Print-ready
• Good for archives and board packets
• Cannot edit data

HTML

• Opens in browser
• Print directly
• Quick review format

Exporting Accounts

1. Go to Accounts
2. Click Export
3. Choose CSV or XLSX
4. File includes: Name, Type, Code, Balance

Exporting Journal Entries

1. Go to Journal Entries
2. Apply date range filter if needed
3. Click Export
4. Choose CSV or XLSX
5. File includes: Date, Payee, Description, Accounts, Amounts

Exporting Reports

1. Go to Reports
2. Generate your report
3. Click Export
4. Choose format
5. Report downloads with date range in filename

Import Capabilities

What You Can Import

BeeKeeper supports importing transactions in multiple formats:

Where to Import

Imports are done from individual account pages:

1. Go to Accounts
2. Select the account to import into
3. Click Import
4. Choose your file

This ensures each imported transaction is associated with the correct bank/account.

QFX/OFX Import

QFX and OFX are standard bank download formats:

1. Download a QFX or OFX file from your bank’s website
2. Go to the matching account in BeeKeeper
3. Click Import and select the file
4. Transactions enter the staged import pipeline for review

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

CSV/XLSX Import

For CSV and Excel files:

1. Prepare your file with transaction data
2. Go to the matching account in BeeKeeper
3. Click Import and select the file
4. Map columns to BeeKeeper fields
5. Review preview
6. Click Import

CSV File Requirements

Your CSV should include:

Example CSV

csv Date,Description,Amount,Payee,Reference,Account 2024-07-15,Membership dues deposit,500.00,Various,DEP001,Membership Income 2024-07-18,Office supplies,-45.99,Staples,1001,Office Supplies 2024-07-20,Fundraiser income,1250.00,Square,DEP002,Fundraiser Income

Handling Errors

If import fails:

• Check date formats are consistent
• Verify amounts are numeric (no $ or commas)
• Ensure account names match exactly
• Review error messages for specific issues

Import Review Pipeline

All imported transactions go through BeeKeeper’s staged review pipeline before becoming journal entries. See Bank Connections for details on reviewing and accepting imported transactions.

Best Practices

Before Importing

1. Clean your data: Fix errors in the source file
2. Match accounts: Create accounts in BeeKeeper first
3. Test small: Import a few transactions to verify
4. Backup first: Export current data before large imports

Organizing Exports

• Use consistent filenames: YYYY-MM_ReportType.xlsx
• Create an archive folder structure
• Export monthly at minimum
• Keep year-end reports permanently

For Transitions

When transitioning to BeeKeeper:

1. Export everything from old system
2. Import historical transactions
3. Verify balances match
4. Keep old system records as reference

For Audits

Prepare audit packages:

1. Export chart of accounts
2. Export all transactions for the period
3. Generate Balance Sheet at year-end
4. Generate P&L for full year
5. Combine in audit folder

Tips for Common Scenarios

Migrating from QuickBooks

1. In QuickBooks: Reports > Accountant > Transaction List
2. Export to Excel/CSV
3. Format columns to match BeeKeeper requirements
4. Import into BeeKeeper
5. Verify totals match

Migrating from Excel Spreadsheet

1. Ensure columns are properly formatted
2. Add headers matching BeeKeeper fields
3. Save as CSV
4. Import into BeeKeeper

Sharing with Accountant

1. Export P&L and Balance Sheet as PDF
2. Export journal entries as XLSX
3. Include chart of accounts
4. Package with any receipts/documentation

Annual Archive

Create yearly archive folder: 2024-Archive/ ├── Chart_of_Accounts.xlsx ├── All_Transactions.xlsx ├── Balance_Sheet_2024-06-30.pdf ├── PL_FY2023-24.pdf └── Form_990-EZ_Prep.pdf

Limitations

Import Limitations

• CSV and XLSX imports do not auto-deduplicate (QFX/OFX does)
• One transaction per row (no split transactions)
• Accounts must exist before import
• No attachment import
• No budget import

Export Limitations

• No custom report templates
• Fixed column order
• Some formatting lost in CSV
• Large exports may take time

Data Not Exportable

• User audit logs (contact support)
• Bank connection details
• System settings
• Attached files (must download individually)

Common Questions

Can I import from QuickBooks directly? No direct integration. Export from QuickBooks to CSV, then import.

Why do my amounts show wrong after import? Check for:

• Currency symbols in the CSV
• Commas as thousand separators
• Wrong sign (positive vs negative)

Can I undo an import? No bulk undo. Delete imported transactions individually or contact support.

What’s the maximum import size? Recommended: 1,000 transactions per import. Larger imports possible but may time out.

Can I schedule automatic exports? Not currently. Exports are manual.

Why can’t I import a budget? Budget import isn’t supported. Budgets must be entered manually.

Can I export attached receipts? Not in bulk. Download individual attachments from each transaction.

Do exports include all historical data? Yes, based on your filters. No date limit on exports.