Quickbooks Online Import - changes from January 14th, 2021.

We've upgraded the way QBO imports work, so mapping is now automatic.

If you're a QBO user, to start importing data, go to Import/Export > Quickbooks Online.

You'll notice things have changed if you started using Budgyt in 2020. There are no longer two buttons, you'll be looking at the import screen immediately:

As before, you'll choose the data set to import to (Actual 2021 in this example), the accounting method, and the periods - now from a dropdown menu that allows multiple year imports.

You also have the option to import GL Data Only, as shown above, or to Import GL Data and Settings.

This second option replaces the mapping feature we had before, and adds new GL Accounts, and new Classes as you run the import...

This will just add any new additions to your QBO structure.

If you also check the Overwrite Setting Data box, you'll update your current chart of accounts and classes with any changes as well. For instance, if you've changed a Department name in Budgyt, it will be changed back to match what you have in QBO.

Also, if you have regrouped your GL Accounts in Budgyt so they now live in different groups to those you have in QBO, checking this box will reset the groups to match QBO, so be careful when you use this function.

When you run the import, Budgyt will download an Excel file with an Import Status Report to let you know the import worked.


Before you run an import using the new method, you should go to Settings > Preferences and check a few things:

  1. Will you be mapping from Class or Department in QBO to your Budgyt departments?
  2. Do you use a 4-4-5, 4-5-4, 5-4-4, or regular 12 month spread?
  3. On which date does your fiscal year start? 
  4. Have you assigned codes to your Classes in QBO (Budgyt needs codes for departments, but don't worry if you don't have them, Budgyt will auto assign codes at import if you don't use them in QBO)?
  5. In which month does your fiscal year begin? In the Payroll Start Period of Fiscal Year, choose 1 for January, 2 for February etc.

During our original onboarding, these should all have been set up correctly for you, but it's a good idea to check.

This video will show a quick overview of the import process: