QuickBooks Import Errors: Complete Troubleshooting Guide (2025)
Getting errors when importing Shopify data to QuickBooks? This comprehensive guide covers every common import error, explains why it happens, and shows you exactly how to fix it.
Date Format Errors
Cause:
QuickBooks requires dates in MM/DD/YYYY format, but Shopify exports dates in ISO 8601 format with timezone information.
Solution:
Before
2025-01-15T10:30:00-05:00After
01/15/2025Date Format: Excel Formula Fix
Excel Formula to Convert ISO Date
=TEXT(DATEVALUE(LEFT(A2,10)),"MM/DD/YYYY")
Where A2 contains: 2025-01-15T10:30:00-05:00
Result: 01/15/2025
Duplicate Transaction Errors
Cause:
Shopify exports create one row per line item. A single order with 3 products creates 3 rows, all with the same order number (#1001). When you import this to QuickBooks, it tries to create 3 separate transactions with the same reference number.
Solution:
Duplicate Transaction Example
Shopify Export (Before)
| Name | Product | Amount |
|---|---|---|
| #1001 | Widget A | $10.00 |
| #1001 | Widget B | $20.00 |
| #1001 | Widget C | $15.00 |
This creates 3 duplicate entries in QuickBooks
After Conversion
| RefNumber | Description | TotalAmount |
|---|---|---|
| 1001 | Shopify Order #1001 | $45.00 |
One clean transaction, correct total
Amount Format Errors
Cause:
Shopify includes currency symbols ($, EUR, GBP) and thousand separators (commas) in amount fields. QuickBooks expects plain numbers.
Solution:
Amount Format Examples
Format Comparison
| Shopify Exports | QuickBooks Needs | Status |
|---|---|---|
$1,234.56
|
1234.56
|
Invalid |
EUR99.99
|
99.99
|
Invalid |
1234.56
|
1234.56
|
Valid |
Excel Formula Alternative
=VALUE(SUBSTITUTE(SUBSTITUTE(A2,"$",""),",",""))
Input: $1,234.56
Output: 1234.56
Customer & Encoding Errors
Cause:
Shopify allows guest checkout, which means some orders have no billing name. QuickBooks requires a customer name for every transaction.
Solution:
Cause:
International customer names or product titles may contain special characters (accents, non-Latin scripts) that older QuickBooks versions can't handle.
Solution:
Cause:
Orders with 100% discounts, test orders, or fully refunded orders may have $0.00 totals. QuickBooks rejects zero-amount transactions.
Solution:
QuickBooks Desktop IIF Errors
"IIF header not recognized"
IIF files require specific header rows (!TRNS, !SPL, !ENDTRNS). If these are missing or malformed, Desktop rejects the file.
Solution: Use our Desktop converter which generates valid IIF with correct headers.
"Account does not exist"
IIF imports reference account names that must already exist in your chart of accounts.
Solution: Create required accounts (Sales, Bank Fees, etc.) before importing.
"Date out of range"
QuickBooks Desktop restricts dates to your company file's date range.
Solution: Ensure transaction dates fall within your fiscal year settings.
Preventing Import Errors
Best Practices
- Use our converter - It handles all formatting automatically
- Export paid orders only - Filter by "Financial Status = Paid" in Shopify
- Export by month - Smaller batches are easier to troubleshoot
- Test with sample data - Try our demo before using real data
- Back up QuickBooks - Create a backup before any import
Pre-Import Checklist
- Dates are in MM/DD/YYYY format
- No duplicate order numbers (or aggregated properly)
- Amount columns are plain numbers (no $ or commas)
- All customers have names
- No zero-amount transactions
- File encoding is correct
Skip the manual fixes. Our converter handles all these errors automatically.
Try the Converter