How to Use Manual Bank Feeds in QuickBooks Online
Bank feeds in QuickBooks Online (QBO) are a powerful way to keep your books accurate by pulling in transactions directly from your financial institutions. But what if your bank doesn’t connect to QuickBooks, only imports 90 days of history, or you need older transactions? That’s where manual bank feeds come in.
In this guide, we’ll walk you through when to use manual bank feeds, how to prepare your files, and the step-by-step process for importing transactions into QuickBooks Online.
Why Manual Bank Feeds Matter
Normally, bank feeds connect automatically to your accounts and import new transactions each day. But there are a few common situations where you’ll need to handle things manually:
Your bank only imports the last 90 days of history
Your bank doesn’t support QuickBooks Online connections
You need to import transactions from older periods
You’re working from a PDF or downloaded statement
In these cases, you can upload your transactions directly into QBO using a CSV file.
Step 1: Prepare Your Transactions for Import
If you already have an Excel or CSV file from your bank, you’re ready to go. If your bank only provides PDF statements, you’ll need to convert them. Tools like AutoEntry, Adobe Acrobat, or other PDF-to-CSV converters can help.
Tip: Make sure to double-check the formatting after conversion. Dates, descriptions, and amounts must be in separate columns.
Step 2: Save Your File as CSV
QuickBooks Online only accepts CSV format for manual bank feeds. Before saving, confirm that:
Dates are in a standard format (MM/DD/YYYY)
Amounts are numeric (no symbols or extra formatting)
Descriptions are clean and easy to read
Step 3: Upload Your File into QuickBooks Online
Go to the Banking or Transactions menu in QuickBooks Online
Choose the account you want to import transactions into
Select Upload from file
Follow the prompts to map your file’s fields (Date, Description, Amount)
Review the preview screen to ensure everything looks correct
Confirm and import
Step 4: Review and Reconcile
After importing, check your transactions carefully to avoid duplicates. From there, continue with your regular bank reconciliation process to ensure accuracy.
Key Takeaways
Manual bank feeds let you bring in transactions when automatic feeds aren’t available
Always convert PDF statements to CSV before uploading
Double-check formatting to avoid errors during import
Reconcile after import to keep your books clean
With this process, you can fill in gaps, fix connection issues, and maintain accurate financials in QuickBooks Online.
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Frequently Asked Questions
What is a manual bank feed in QuickBooks Online?
A manual bank feed is when you upload transactions from a CSV file instead of relying on QuickBooks’ automatic bank connection.
When should I use manual bank feeds?
Use them when your bank doesn’t connect to QuickBooks, only imports 90 days of history, or if you need to bring in older transactions.
Can I upload a PDF statement into QuickBooks Online?
Not directly. You’ll need to convert the PDF into a CSV file first using a tool like AutoEntry, Adobe Acrobat, or a reliable converter.
What’s the difference between manual and automatic bank feeds?
Automatic feeds pull in transactions directly from your bank on a daily basis. Manual feeds require you to download and upload your transactions into QuickBooks.
Do I still need to reconcile if I use manual bank feeds?
Yes—whether your bank feeds are automatic or manual, reconciliation ensures your QuickBooks balance matches your actual bank balance.