Applies to:
SaasAnt Transactions Desktop for QuickBooks Desktop Pro, Premier, Enterprise, and Accountant

Summary:
See which file types you can import with SaasAnt Transactions Desktop, when to use each, and key limits to avoid errors.

Before you start

• Open your QuickBooks Desktop company file. For the first authorization, log in as the QuickBooks admin and allow SaasAnt when prompted. If you see permission errors later, switch to single-user mode and re-authorize.

• Install and open SaasAnt Transactions Desktop. From the home screen, select Import when you are ready to upload.

• Keep your source file small and clean. Files up to about 10 MB work best. Split larger files by date or entity.

Supported file types

SaasAnt Transactions Desktop accepts the following formats for import into QuickBooks Desktop:

• Excel workbooks: .xls, .xlsx, .xlsm

• CSV files: comma-separated or pipe-delimited (|)

• Text files: standard delimited .txt

• IIF files: Intuit Interchange Format

Note: If your source is a PDF, convert it to Excel using the PDF to Excel tool in SaasAnt Transactions Desktop, review the data, then import.

When to use each format

• CSV
  Best for large datasets or exports from other systems. Works well for automation and supports comma or pipe delimiters.

• Excel (.xls, .xlsx, .xlsm)
  Ideal when you prepare data with formulas or multiple sheets before import. Most SaasAnt templates are Excel-based.

• TXT
  Use when your source exports fixed or delimited text. Treat it the same as a CSV during mapping.

• IIF
  Choose this if your workflow already uses QuickBooks IIF templates or you received an IIF file from another tool.

Limits and caveats

• File size: Target 10 MB or smaller per upload. Split very large imports into batches.

• Headers: Row 1 must contain clean column headers with no blank rows above. Avoid merged cells and extra header rows.

• Mapping: Always review field mapping before you import. Save common mappings to reuse later.

• Delimiters: For CSV and TXT, use a consistent delimiter across the file. Comma or pipe is recommended.

• Workbook complexity: Avoid hidden rows, complex formulas, or protected sheets in Excel files. If needed, save a clean copy before import.

Verify your import

1. Review the SaasAnt import summary after the run.

2. In QuickBooks Desktop, open the relevant list or register and spot-check record counts, amounts, and dates.

3. If something looks off, adjust the mapping and test with a small sample file before running the full import.

Troubleshooting

• Columns do not appear or show as unrecognized
  Ensure the first row has plain headers, remove blank top rows, and avoid merged cells. If the sheet is complex, re-save as a CSV and try again.

• File too large or timeouts
  Keep files near or under 10 MB. Split the data by month, quarter, or entity and import in batches.

• IIF import fails
  Confirm the file is a valid QuickBooks IIF and not a renamed CSV. Open the file in a text editor to verify structure if needed.

• Connection or permission prompt reappears
  Re-authorize SaasAnt in QuickBooks as the admin in single-user mode, then choose Yes, always allow access.

FAQ

Can I import a PDF directly?
No. Import uses table formats. If you only have a PDF, convert it to Excel using the PDF to Excel tool, review the sheet, then import.

Where can I get sample templates?
Templates are included with the Desktop app. You can also export a small sample from QuickBooks Desktop and align your columns to that layout.

Which QuickBooks Desktop editions are supported?
Pro, Premier, Enterprise, and Accountant.

Does Google Sheets work with Desktop imports?
Yes. Export the Google Sheet to CSV or Excel, then import the downloaded file into SaasAnt.

What delimiter should I use for CSV?
Use commas for standard CSV. Pipe (|) is also supported. Do not mix delimiters in the same file.