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Convert a Shopify Payments transactions CSV to QuickBooks Online

In short: Shopify Payments' transactions export lists every charge, refund and adjustment with Amount, Fee and Net in the payout currency, the payout status, and the payout date that settled it. QuickBooks Online imports bank CSV files with exactly 3 columns (Date, Description, Amount) or 4 columns (Date, Description, Credit, Debit), one header row and one date format throughout. Drop the file below. It is converted on your device and never uploaded.

Convert your file

Shopify Payments to QuickBooks Online (CSV)

payment_transactions_export.csv

Your file stays on this device

It is read and converted by this page, inside your browser. Nothing from the file is uploaded, and the converter keeps working offline once the page has loaded.

One email when it ships. The address is used for nothing else. Details.

1. Export the file from Shopify Payments

  1. In Shopify admin open Finances, then Payouts.
  2. Open View transactions (or a single payout) and choose the dates.
  3. Click Export and download the CSV.
  4. Upload the file here.

Why a raw Shopify Payments export fails in QuickBooks Online

Imported raw into your checking account, the deposits in your bank feed are Shopify payout totals while the file lists individual charges, so nothing matches. Import it into a separate Shopify Payments account in QuickBooks instead, with fees on their own lines.

QuickBooks Online maps the first row as column names and expects every following row to be a transaction. Extra header lines, balance and total rows, currency symbols, and cells that contain only zero are common reasons an upload fails or imports wrong amounts.

What is unusual about the Shopify Payments file

  • Columns: Transaction Date, Type, Order, Card Brand, Card Source, Payout Status, Payout Date, Available On, Amount, Fee, Net; newer files add Currency, Presentment Amount and more.
  • Amount is in the payout currency, Fee is positive and Net is Amount minus Fee.
  • Transaction Date carries the store time zone offset; the store's own date is used.
  • Rows marked pending have not been paid out yet.
  • Each payout is identified by its payout date (or Payout ID when the file has one).

What QuickBooks Online requires

  • Columns exactly Date, Description, Amount.
  • Money in is positive, money out is negative; no currency symbols or thousands separators.
  • One date format for the whole file.
  • Up to 1,000 rows and 350 KB per upload (we split bigger files).

2. Before and after

Before: the Shopify Payments transactions CSV as downloaded

Transaction Date,Type,Order,Card Brand,Card Source,Payout Status,Payout Date,Available On,Amount,Fee,Net,Checkout,Payment Method Name,Presentment A...
2023-10-31 12:00:42 +0100,charge,#3099,master,online,pending,2023-12-01,2023-11-03,2636.49,107.33,2529.16,#42675990692187,card,113.98,USD,CZK,0.00
2023-10-20 09:00:00 +0200,charge,#3080,visa,online,paid,2023-11-01,2023-10-22,1000.00,40.50,959.50,#42600000000001,card,1000.00,CZK,CZK,0.00
2023-10-14 07:07:50 +0200,refund,#3055,master,online,paid,2023-11-01,2023-10-16,-738.51,0.00,-738.51,#42569948889435,card,29.90,EUR,CZK,0.00
2023-10-13 23:59:59 +0200,adjustment,,,,paid,2023-11-01,2023-10-16,-12.00,0.00,-12.00,,,,,CZK,0.00
2023-10-10 10:00:00 +0200,charge,#3050,visa,online,paid,2023-10-12,2023-10-12,500.00,20.25,479.75,#42500000000002,card,500.00,CZK,CZK,0.00

After: what QuickBooks Online receives

After: shopify-transactions-2023-10-10-to-2023-10-31-quickbooks-3col.csv
DateDescriptionAmount
10/10/2023Shopify charge #3050500.00
10/10/2023Fee: Shopify charge #3050-20.25
10/13/2023Shopify adjustment-12.00
10/14/2023Shopify refund #3055-738.51
10/20/2023Shopify charge #30801000.00
10/20/2023Fee: Shopify charge #3080-40.50

Synthetic sample data that follows the real export layout, not a real account. The "after" output was produced from it by the same converter this page runs.

3. Import the converted file into QuickBooks Online

  1. Go to Transactions > Bank transactions > Link account (or Update) > Upload from file.
  2. Choose this CSV and the account to put it in.
  3. Map the columns: Date to Date, Description to Description, Amount to Amount (one column).
  4. Pick the date format MM/dd/yyyy (or the one you chose here) and confirm that the first row is a header.
  5. Review the transactions under For review.

Questions

Which Shopify export should I use?
For a Shopify Payments balance account in your books, the transactions export from Finances, Payouts. For one journal entry per payout, the payouts export, which has a page of its own here.
Should I choose 3 columns or 4 columns?
Both import the same transactions. The 3-column file has one signed Amount, negative for money out. The 4-column file splits money in (Credit) and money out (Debit) and leaves the unused side blank, which is what Intuit asks for. Use 3 columns unless your accountant prefers the other; switch "To" in the converter to get the 4-column file.
What about rows that are still pending?
Rows whose payout status is not paid have not reached your bank yet. They are included in the account, and the notes say how many are still pending.
Why does QuickBooks reject my file as too large?
Intuit documents a limit of 350 KB and 1,000 lines per manual upload in QuickBooks Online. When your converted file is bigger, the converter also gives you numbered parts that each fit; upload them one after another.

Other ways to convert Shopify Payments

Other exports to QuickBooks Online (CSV)

Common import problems