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hey folks if you're like me you love QuickBooks Online but you hate doing data entry and I have an app that I use called to QBO convert Pro I'll put the link below on the video and in the description and what I do with this application is I'll take a bank statement that's on PDF format so for example let's say I have a bank or a credit card statement in PDF and for whatever reason I couldn't connect it through the bank with QuickBooks directly maybe because it's more than 90 days worth of transactions maybe is old from last year maybe the account was closed maybe I don't know the user name and password and I can't connect it through QuickBooks Online directly so what I do is I take those PDF bank statements and I convert them to a format called web Connect or dot QBO and with that format I can upload it into QuickBooks Online and use it through bank feeds so let me show you what I mean so when you're setting up QuickBooks for the first time usually we go into the banking tab on the left hand side and we click on this connect button but the caveat is with that connect button you have to have your username and password to the bank and you can only get the last 90 days worth so what we want to do is we want to upload the transactions manually now in some cases you will be able to download that CSV or dot qbo file from the bank directly so if you have access to the bank and you have a bank account that's not closed and all that stuff you should be able to download it manually and you don't need any special conversion software to upload it through here however when you're dealing with I only got a statement in PDF format I have to now get all this information convert it into a format that QuickBooks sent can import so what I want to do is I'm going to show you how this works real quick so I have this program called to qbo convert pro installed in my computer and I'm going to show you the previous statement that I was just showing you just now this is the pdf statement that I'm going to now drag over to the software so I can convert it to a format than QuickBooks can imports I'm gonna grab the PDF state drag it over to the software and then when your gonna notice is the software is automatically going to pop up a screen that tells you this is what I read okay so it's got all the dates it's got all the transactions up here in the top right it will get tell you what the beginning balance ending balance total debits total credits is and it tells you whether or not just through the reading of this statement it recognizes it to be complete and in some cases will be complete some cases you can have to manually figure out the differences but for most situations where your bank statement is a digital PDF that you downloaded through the bank or you got emailed whatever happens to be this reads really really well if any of these particular things you don't understand you can actually click on the little magnifying glass next to it and you will have the statement pop up on the screen with a yellow highlight exactly of that what transaction is so if it doesn't seem to have read it correctly or maybe there's some lines or markings or smooches on the PDF that you scan you know that's not gonna be a perfect read but you're able to see it right there on the spot and then down here at the bottom you can choose what each of these columns means so that's the date that's the payee that's the amount that's the memo etc so you can change it if the software doesn't detect it automatically there's a couple other really neat things and this software is this one called payee cleanup settings when you click on that you can actually remove some extra information that you don't want for example I have it set up to remove words that are dates I have I can set it to remove the two letter state abbreviations so notice that you got here in New York and for word I notice this two here so when I actually click on that little checkbox here those two things go away so that's great so you can start actually cleaning up some of these data so you're not bringing all this extra junk into QuickBooks so you get sort of double advantage you can you can get your PDF statements into QuickBooks and you can also clean it up so you don't get garbage in it so you can actually double click on any of these as well and edit them on the fly which is great for checks you know when you are scanning bank statement and you have checks usually don't have you don't have to pay in a name next to it so you can actually transcribe the payee names right here on this screen and when they come into QuickBooks that come in with the James already said I will really speed up your data entry process you can also notice here on the right side you can remove numbers that start with a hashtag remove phone numbers or all these things that I click are gonna clean up the data that's going to go into QuickBooks that pay cleanup is actually not required but it's actually a really neat feature and then lastly right here was has set QuickBooks account info this is what we're gonna tell the software how is the data going to be read when it comes in to QuickBooks so you must tell it it is a credit card or it is a bank statement because they can do both credit cards and bank statements you have to tell it which is the F ID which is basically Tech Talk 4 which is the bank right so we're gonna click on lookup here and we can type chase whatever the bank happens to be and you just select the one that fits the bill and that's gonna put that F ID number there which basically means which is the bank or as QuickBooks understands which is the bank code and then here on their account number you're actually gonna put your credit card number your bank account number and that's important so QuickBooks understands which bank is going to connect it to and as you do this a month to month if you are doing it for multiple months QuickBooks also needs to know that it's the same account that you're dealing with so you have to use the same account consistently for QuickBooks to understand that these are all belonging to the same account anyway I'm gonna hit OK and I'm gonna click this button here that says convert to qvo notice that there's an option to convert to CSV which is really awesome you can take the PDF statement and convert it into CSV that allows you to open it in Excel you can also tweak it make some changes in Excel and bring it back into this software so if you're really an advanced Excel user and you have hundreds or thousands of transactions to enter you probably want to do some cleanup in Excel and I'll put a link in the description of a video where I can explain what that process looks like it's like a now one hour long video so you can check that out so I'm going to click on create qbo that is going to create a QBO file as you see here that's what I'm going to upload into quickbooks online so i'm gonna click on that go back into quickbooks online and again as i mentioned earlier we're going to that place that says upload statements so I'm gonna click on browse and I'm going to go ahead and select that QBO file this is the one that we just converted and it's gonna be on the same folder where the PDF was so I'm gonna select that and hit open and then we go down to next then it's gonna tell you what I read it looks look it looks like I read this account so that gives you a good idea that's the account that I entered manually on the software so I'm gonna select which account for my chart of accounts today so it happens to be this Chase Visa credit card that I have set up and that's how I map it tell it that that those transactions are going to go into that account then I'm gonna click on next and then once they're all downloaded I'm gonna go ahead and click on let's go and it's gonna take me into my bank feeds window now I'm gonna just do a couple just to show you so for example this one came in as Comcast all the memo comes in straight from the bank so I'd have to waste my time typing this information in there the date came in and the amount came in so at this point I just create the payee if it's not already in my system so I'm gonna create Comcast it's in my permanent database as my vendor list and I added to QuickBooks and I select the category whatever it happens to be utilities and I click on add and I'm gonna go down the list and categorize all those transactions like that I'm gonna post another video below in the description that kind of it's like a 30 minute video that explains this whole bank feeds process because that's a whole nother ballgame here so you check that out if you your once you get the conversion going then you want to understand how to classify check that video out and lastly how to purchase the program so you're gonna go to ww2 QuickBooks comm and once you go to www.facebook.com it's going to forward you to the page that contains all the different options of the money thumb software that converts into QuickBooks the one that I use is of course the most expensive one which is about three hundred and fifty dollars is this one here called two qvo convert pro once you click on that one and that one kind of has all the bells and whistles I can convert PDF scanned it can convert CSV can do everything and that's that's an unlimited license and you do have to pay an annual fee so I'm gonna select your windows and select here PDF bundle you don't pay that you have a limited license but you do have to pay an annual fee if I believe it's about a hundred bucks to maintain the ability to the PDF reading because the software gets updated all the time with new statements and new new formats that your software needs to have in the database in order to read all sorts of different banks and credit card statements so it is a pretty big investment you can spend 350 bucks to to get this software but it works as advertised so so I wanted to clarify that and yes I was paid by the by the app developer to make this video but I use it myself in my practice there's my email in the bottom of the screen if you have any questions about it I will gladly answer it if you don't want to purchase the software maybe you just want to use my firm to do the conversion for you because maybe you have a one-time project email me and we'll give you a quote on that I'm a big fan of not doing manual data entry or keying in things into QuickBooks desktop or online whatever happens to be manually so I always look for all sorts of ways to import data into QuickBooks and in the last five years this has by far been the best application the best tool I have ever use for that so check them out to QuickBooks com it should take you straight into the page where you can pick the one that I use is called to qbo convert pro and happy converting