How do I export my transactions from QuickBooks Online?
- Go to Reports, then Standard reports.
- In Find report by name, select Transaction List by Date.
- Set Report period to the months you want to check, then run the report.
- Select Export/Print, then Export to Excel.
- In Excel, go to File > Save As and pick CSV (Comma delimited).
Leave the title rows and the total row in place: the tool skips them. A bank statement CSV works too, as long as it has a date, an amount and a payee or description.
How does it decide two transactions are duplicates?
It reads the date, amount and payee of each row. A blank payee falls back to the memo. Two rows land in one group when:
- the amounts match to the cent
- the dates are within the days you set (3 by default)
- the payees match once cleaned, are near-identical, or one is blank
It leaves out non-posting rows, such as estimates and purchase orders. An invoice and its payment, or a bill and its bill payment, are two steps of one sale or purchase, so they are never paired.
Each group gets a rating:
- Strong: same date and payee with no clashing Num, or the same Num
- Review: dates a few days apart, a blank or near-identical payee, two different check numbers, or a payment and a deposit
Intuit notes that a payment and the deposit it belongs to are one pair, so open both before deleting either.
“Counted twice in strong matches” adds up every extra copy in the Strong groups.
What should I check before removing a copy?
- Keep the reconciled copy. Intuit says to keep the reconciled one, which shows C or R. If neither is, keep the one matched to other records or with attachments. Pick your cleared column in step 2 and the tool marks it.
- Exclude bank feed copies. Intuit says deleted bank feed transactions download again. For one already added, open the Categorized tab, select the link in Added or Matched, select Undo, then exclude it from For review.
- One sale, two records. For an invoice and a sales receipt for the same sale, Intuit says to keep the one with the payment attached.
- Square lump sums. If Square deposits a daily lump sum on top of itemized sales, Intuit says to keep the itemized entries and exclude the lump sum. Our guide on the Square daily summary in QuickBooks Online covers that setup.
- Fix the cause. An account connected twice downloads every transaction twice, so check the connected accounts on the Bank transactions page.
Duplicate customer or vendor profiles cause the same mess. The duplicate customer finder groups them by name, email and phone.
Questions
Is my file uploaded anywhere?
No. Your browser reads the file and the matching runs on your computer. Close the tab and it is gone.
Does it change anything in QuickBooks?
It only reads the file you drop in. You decide which copy to exclude, void or delete in QuickBooks.
Why does it flag two purchases that are both real?
The same vendor, amount and day can be two real charges, such as two fuel fill-ups. Check the receipts or the bank statement before removing either one.
How do duplicates get into QuickBooks?
Intuit lists reconnecting an account, importing a file that overlaps the bank feed, adding a downloaded transaction instead of matching it, and recording one sale two ways. Two recurring templates with the same payee and amount do it too.
Can it find duplicate customers or vendors?
Use our free duplicate customer finder for that. It groups customer and vendor profiles by name, email and phone.
Sources
- Fix duplicate transactions in QuickBooks Online bank feeds, Intuit QuickBooks,
- Export your QuickBooks Online data, Intuit QuickBooks,
- Common custom reports, Intuit QuickBooks,
- Import or export text (.txt or .csv) files, Microsoft Support,
