How to Import Deposits into QuickBooks Desktop?
August 25, 2025
Import Deposits into QuickBooks Desktop
Import Deposits from Supported File Formats directly into QuickBooks Desktop using SaasAnt Transactions (Desktop) - the #1 user-rated and Intuit-trusted bulk data automation tool built exclusively for QuickBooks.
SaasAnt Transactions (Desktop) supports QuickBooks Pro, Premier, Enterprise, and Accountant Editions.
You can download the free trial of the software directly from the SaasAnt Website. Follow this article for detailed installation instructions.
How to Import Deposits into QuickBooks Desktop Using SaasAnt Transactions
This guide provides a complete walkthrough for importing your deposit data into QuickBooks Desktop, from setting up the application to finalizing the import.
Step 1: Download, Install, and Connect SaasAnt
Before you can import, you need to set up the SaasAnt Transactions application.
Download: Go to the SaasAnt website and download the SaasAnt Transactions Desktop application.
Install: Run the installer and complete the installation on your computer.
Connect: Open the SaasAnt application and connect it to your QuickBooks Desktop company file by following the on-screen instructions. This authorizes SaasAnt to import data into your company file.
Step 2: Start the Import Process
From the SaasAnt home screen, you have two options to begin:
Click the Import button.
Go to the File menu and select Import.
Step 3: Select "Deposit" and Your Import File
On the first screen, specify that you are importing deposits.
Choose Transaction Type: From the dropdown menu, select Deposit.
Download a Sample Template (Optional): It is highly recommended to download the sample deposit template. This file will show you the correct columns and formatting, such as Deposit To Account (your bank account), Date, Received From, From Account (the source of the funds, like an income account), and Amount.
Select Your File: Click Browse File to locate and select the CSV or spreadsheet containing your deposit data.
Step 4: Map Your Deposit Data to QuickBooks Fields
This step links the columns in your file to the corresponding deposit fields in QuickBooks.
Automatic Mapping: SaasAnt will automatically map columns with standard headers, like "Date" to the QuickBooks "Date" field.
Manual Mapping: If your column names are different, manually select the correct QuickBooks field from the dropdown list for each of your columns.
View Mandatory Fields: Click the Show Important Fields button to see the fields required for every deposit, such as Deposit To Account, Date, From Account, and Amount.
Save Your Mapping: Save your mapping configuration to speed up future deposit imports using the same file format.
Step 5: Review, Edit, and Configure Deposit Settings
The "Review and Import" screen is your final opportunity to verify the deposit data before it goes into QuickBooks.
Review Your Deposits: Your data is displayed in a spreadsheet-like grid. Carefully review all entries for accuracy.
Make Final Edits: You can edit any field directly in the grid to make last-minute corrections.
Filter Data: Use the filter options to quickly find specific deposits if you are importing a large file.
Configure Import Settings: Click Import Settings to fine-tune the import process:
Set rules to find and handle matching transactions to prevent duplicates.
Enable options to automatically create new Customers/Vendors (Received From) or new Accounts (From Account) if they don't already exist in your QuickBooks file.
Step 6: Send Deposits to QuickBooks and Monitor Results
Once you are confident in your data and settings:
Click the Send to QuickBooks button to begin the import.
SaasAnt will validate the data and begin importing the deposits into your company file.
The results screen will appear, showing which deposits were imported successfully and which failed with errors.
Step 7: Handle Errors and Finalize
The import results screen helps you troubleshoot any issues.
Fix Errors: Each failed line will have an error message explaining the problem (e.g., "The specified 'Deposit To' account does not exist" or "Account not found").
Click the Fix button next to an error to correct the data in the table (e.g., fix a misspelled account name).
After making corrections, you can re-import only the failed lines.
Undo Import: If there was a major issue, click the Undo button to safely remove all deposits that were created in QuickBooks during this import session.
View Logs: For more detailed troubleshooting, you can access the Warning and Error Logs.
Mapping QuickBooks Fields
Field Name | Format | Description |
|---|---|---|
Deposit No | Text | Reference number for the transaction |
Deposit Date | Date | Date of the transaction. |
Deposit To Account | Reference Text (Max Length: 31 Characters) | Bank Account to which the amount comes in. |
Received From | Reference Text (Max Length: 41 Characters) | Customer or Vendor or Employee |
Payment Reference Number | Reference Text | Linked Payment transaction reference number |
From Account | Reference Text (Max Length: 31 Characters) | Source account |
Deposit Amount | Decimal | |
Deposit Memo | Text (Max Length: 4095 Characters) | |
Check No | Text (Max Length: 11 Characters) | Check the number corresponding to the deposit line |
Memo | Text (Max Length: 4095 Characters) | |
Payment Method | Reference Text (Max Length: 31 Characters) | Mode of payment |
Class | Reference Text (Max Length: 31 Characters) | Class reference to this deposit line |
Cash Back Account | Reference Text (Max Length: 31 Characters) | |
Cash Back Amount | Decimal | |
Cash Back Memo | Text (Max Length: 4095 Characters) | |
Currency | Text | Reference to the Currency in which all amounts on the associated transaction are expressed. |
Exchange Rate | Decimal | Default is 1, applicable if multi-currency is enabled for the company. |
All (*) marked fields are mandatory.
Import Settings
A host of powerful customizations for your file data is available with Import Settings. This is available in Step 3: Review & Import screen or directly under the "Edit" Menu in the Menubar. Some of the very useful settings for transactions include:
Find Matching Transactions in QuickBooks by: Identifier to locate existing transactions in your QuickBooks.
Action When a Matched Transaction Found: If an existing transaction is found for the above setting identifier, the corresponding action will be taken. You can Duplicate/ Ignore/ Update/ Append existing transactions in your QuickBooks.
Pre-Import Validation: Validate the complete file before importing it to QuickBooks. By turning this setting ON, file rows will be imported only after cleaning up all the issues in the file. This option, however, will delay the import.
More details about the settings related to the Automatic creation of Items, Assigning reference numbers from the file, etc, are available in this article.
FAQs
Most of us would have questions while moving data to your QuickBooks Online. Some of them for your reference below:
Will your application support Multi Line Transactions?
Yes. It will.
I made some mistakes in the Import, and my QuickBooks reports got corrupted. Is there any way to undo or revert my Import?
It is possible to undo the import completely/ partially with the Delete feature.
My file has some specific date format. I don't want to change the file. Will your product support all date formats?
Yes. You can select the specific date format per your requirement in the import settings.
Do you have any sample templates?
Yes. We do have. Sample Template
What are the file types supported by SaasAnt Transactions Desktop?
SaasAnt Transactions Desktop supports XLS, XLSX, XLSM, CSV, TXT, and IIF.
How do I report the issues if I am stuck?
Feel free to drop an email to support@saasant.com