What to export from QuickBooks Online

What a company sends

For a company set up from files, every close needs two QuickBooks Online reports, the Balance Sheet and the Profit and Loss, on an accrual basis, exported to Excel with one column per month. A close with only one would report half a set of accounts, so Haruno does not draft a mapping without both (see The two files every company needs). Every other file is optional and adds a check, a panel or a report. A company whose books come from QuickBooks gets its months from Sync instead and reads only reconciliation report PDFs among the files you add (see QuickBooks and a company's books). Haruno for Mac and Haruno for Windows read the same exports.

In the import result and on a file's Read as button, each file shows under its name in the table above, except Stripe invoices (Billing invoices), HubSpot deals (CRM deals) and the reconciliation workbook and reports (Reconciliation). See Read as.

What to ask for each month

A request you can send the bookkeeper once the month's books are final. Every report is exported to Excel, on an accrual basis where the report has one; a reconciliation report is a PDF.

• Balance Sheet as of the last day of the month.
• Profit and Loss for the month, with the month as its own column.
• If you use them: the Statement of Cash Flows for the year to date, in whole months ending on the month-end; the Trial Balance, A/R Aging Detail and A/P Aging Summary or Detail as of the month-end; the Profit and Loss by Class and the Transaction List by Vendor for the month.
• If the company keeps one: the reconciliation workbook for the month, with its contents sheet dated in that month.
• If the company reconciles in QuickBooks Online: the reconciliation report of each bank and credit-card account for the month, as a PDF.

Export settings that matter

Eight settings decide whether Haruno reads a QuickBooks export fully and correctly, and each shows in the exported file itself, so the file is what has to be right.

Because the draft does not catch a cash-basis statement, check each file's import result for the period, Accrual basis and any currency code before you draft (see What the import tells you): a wrong file can be removed until the first mapping is approved, discarding an unapproved draft first. After that, a cash-basis statement stops the close, and you can remove it from the company's Files tab once the company has a report; until then, write to support at info@inferara.com with the company and the file name (see Once the mapping is approved).

Currency

Set the reporting currency in Company details to the currency the company's QuickBooks reports are stated in, also when it uses multicurrency in QuickBooks (see Company details). Nothing is converted: translation needs rates and a method, which are the practice's decisions. An ordinary export states no currency and is taken to be in the reporting currency. The currency is fixed after the first close.

Excel, not CSV

Export every QuickBooks report to Excel. QuickBooks writes each subtotal and computed line (Gross Profit, Net Operating Income, Net Income) as a formula in the Excel file, and the draft's subtotals come straight from those formulas. A CSV holds only values, so Haruno cannot tell a computed line from an account. CSV is right for exports that are CSV by nature, such as Stripe invoices and HubSpot deals. If you change an Excel export, save it in Excel, because Haruno reads the values Excel stored and never recalculates, and a formula behind an account's amount refuses the statement (see Hidden sheets, formulas and stripped values).

Account numbers

QuickBooks Online can put a number at the start of each account's name, as in 1010 Checking, but numbers are off unless someone turned them on. Turn them on for a new company if whoever keeps its books agrees, before the first draft, and keep the setting: switching later changes every account's caption, and the mapping no longer recognizes them. Numbers matter in four places:

• Cash: with numbers, the draft lists each cash account by its full number, and only accounts that start with a listed number count as cash. Without them, cash is read from the accounts under a Balance Sheet line that says cash or bank, and the review asks you to confirm them.
• Renamed accounts: a numbered account keeps its statement line. An unnumbered one is known by its full name, so renamed, it arrives as a new account.
• The Statement of Cash Flows: only rows whose caption starts with a number are read as accounts, so the borrowing check needs them.
• The reconciliation workbook: each tab is matched to its ledger account by the number that starts its name.

See Which accounts count as cash and Changing the mapping.

The Balance Sheet

Date the Balance Sheet on the last day of the month you are closing: one run as of an earlier day, such as September 28, is not imported. A new company's first export shows one column per month-end across the history you want; after that, one column as of the month-end is enough.

1. In QuickBooks Online, open the standard Balance Sheet, not Balance Sheet Detail or a version by class or location.
2. End it on the last day of the month you are closing; for a new company, start at the first month you want.
3. Choose accrual, leave every row expanded, and add no comparison or percentage columns.
4. Export it to Excel, keeping the header and footer.

What the file must look like

How much history to send

Burn, runway and collections are measured from one month-end to the next, so a balance sheet with a single date gives none of them until a later month arrives. Four month-ends give runway's three-month average its full window. A month the Profit and Loss covers and the Balance Sheet does not is reported but not locked; the draft warns about it under Needs your attention, with the export that would include it. See Cash and runway and Collections.

The Profit and Loss

Export the Profit and Loss by month through the last month that has ended: for a new company from the first month you want in Haruno, and after that the month just ended, still as its own column.

1. In QuickBooks Online, open the standard Profit and Loss, not Profit and Loss Detail or a version by class, customer or location.
2. Set the range to whole months, from the first day of the first month to the last day of the last month that has ended.
3. Show one column per month, even for a single month, so that each column heading names its month.
4. Choose accrual, leave every row expanded, and add no comparison, previous-period or percentage columns.
5. Export it to Excel, keeping the header and footer.

What the file must look like

When a Profit and Loss is refused

A Profit and Loss with quarter or span columns, a single year-to-date column, columns dated more than a month apart, or one column under a day-range title such as September 1-30, 2026, is not imported. Beside another Profit and Loss the draft can read, it is listed under Needs your attention as “‹file› was not imported: …”, with a reason ending “…this importer will not guess which period the figures belong to” or “…Re-export it one month per column.” If it is the only Profit and Loss, Draft the mapping stays unavailable; the file's row on the setup page gives the reason for most of these, but not for a single column under a day-range title. Either way, export it again with one column per month. A column for part of a month is skipped with a note while the other months import: “the Profit and Loss column 'Sep 1-23 2026' covers only part of September 2026, so its figures are not imported — once the month has ended, export the report again through September 30 to include it”.

An older layout that closes sections with Total Income rather than Total for Income can be imported but read wrongly, with rows under Check and confirm saying a section “is never closed by a total row”. If it does, don't approve that draft: discard it, remove the file and add an export of QuickBooks Online's current Profit and Loss (see If you have drafted but not approved the mapping). Other refusals, including those that name the cells at fault, are in Files Haruno refuses or skips.

Other QuickBooks reports

Seven more QuickBooks Online reports add checks, panels or schedules; none is required. Export each to Excel with QuickBooks' standard title and columns, ending on the same month-end as the Balance Sheet, and check Reports Haruno does not read before you add a look-alike. What each check tests is in Findings and checks. A reconciliation report is the exception: it is a PDF (see Reconciliation reports).

Statement of Cash Flows

Send it for the year to date, as one column covering whole months. Under ASC 230, proceeds from borrowing are a financing activity: when QuickBooks files a loan's movement in operating activities because the loan is typed as a current liability, Haruno raises cash_flow_classification with the corrected operating cash flow. Its own arithmetic and its net income are checked too: cash_flow_section_does_not_foot, cash_flow_does_not_roll and cash_flow_disagrees_with_profit_and_loss. The statement also gives a runway from operating cash flow (see Solvency and going concern).

• One column of figures (keep only the total), with the period only in the title, as whole months: January - June, 2026, Jan-Mar 2026, September 2026 or January 1-June 30, 2026. A title that starts or ends mid-month, such as January 1-September 23, 2026, is refused: “…which is not whole months. Export it again from the first day of a month to the last day of a month.”
• Rows under operating, investing and financing activities, with account numbers in the captions so the borrowing check can test each account.

Haruno measures operating cash flow over the whole span of the statement whose period ends latest, so the year to date gives a steadier monthly burn than one month. Of two ending on the same day it uses the one that starts later, so don't also send a single-month statement. One for the same span replaces the earlier one; if its figures differ, every locked month inside that span needs reopening. Refused forms say “…presents 3 columns of cash flows; this reader handles the single-column form the platform exports” or “…states its period as '…', which does not read as a span …”. Its import result shows no basis, because QuickBooks states none in this report's footer.

Trial Balance

A balance sheet that ties can be drawn from a general ledger that does not. The Trial Balance feeds trial_balance_unbalanced, trial_balance_account_unpresented and statement_disagrees_with_trial_balance, but only beside the Balance Sheet and Profit and Loss: run all three at the same moment so they agree. A later trial balance for the same date replaces the earlier one.

• Title Trial Balance, with an As of date on a month's last day. Any other date is imported with a note, and the comparisons cannot run against it.
• One Debit and one Credit column, not divided by class or location, and a TOTAL row equal to the rows above it to the cent.
• Accrual basis (a cash-basis trial balance is refused), and one trial balance per sheet.
• Send the Profit and Loss from the start of the fiscal year: income and expense accounts are compared only when the books hold every month of the fiscal year to the trial balance's date; until then that comparison does not run, which is not a pass.

Profit and Loss by Class

Haruno reads the classes as departments for the Operating expense by department card, shown only when it identifies the company's operating-expense subtotal (see Operating expenses: categories and departments). It also runs class_total_disagrees, which a class report run before a late adjustment usually trips, so export it with the Profit and Loss once the month is final.

• One month per file, with the month in the title, as in March 2026. A title covering several months is refused, and so is one stating only a date: “Re-export it with the month in the title ('March 2026')”.
• Keep the Total column, which shows no class was filtered out, and each class name once. Spending nobody classified (Not Specified) stays its own row and is never allocated.

A/R Aging Detail

Once you name the receivable account in the review (Receivable account), each close ties the aging's open invoices to its balance and raises aging_disagrees_with_balance when they differ by more than materiality; Haruno never guesses the account (see Receivables). Send the Detail report (the Summary lists no invoices and is not used), as of the Balance Sheet's month-end, with the columns Date, Customer, Due Date, Amount and Open Balance. An aging dated on any other day is not compared.

A/P Aging Summary or Detail

Once you name the payable account in the review (Payable account), each close ties the aging's open balances to that account's balance and raises aging_disagrees_with_balance when they differ by more than materiality; Haruno never guesses the account (see Receivables, which sets out the A/R aging the same way). Either report works, as of the Balance Sheet's month-end: the Detail with the columns Date, Vendor, Due Date, Amount and Open Balance, the Summary with its aging periods closed by a Total column. An aging dated on any other day is not compared.

Transaction List by Vendor

Haruno uses this invoice-level detail behind cost accounts to ask whether a large charge, such as an annual subscription or insurance premium expensed on payment, bought a service period beyond its month, and whether a large invoice should be spread over the period it covers. These are questions, not findings (see Questions are not findings). It also runs detail_disagrees_with_statement. Send it for whole months named in the title, such as January - June, 2026, with the columns Date, Account, Split and Amount.

Recurring Template List

QuickBooks' list of recurring transactions. The draft says how many templates it found, and that “They are kept as schedules, and nothing on them is counted in the company's figures.” Only the newest export is held. It needs the columns Template Name and Amount.

Reconciliation reports

QuickBooks Online shows the reconciliation of a bank or credit-card account as a Reconciliation report, which you print to PDF. Haruno reads it as the account's reconciliation for the month its statement ends in (see What reconciled means in Haruno). Send one PDF per account and statement.

• It must show the account and the statement date, as in 1010 Checking, Period Ending 08/31/2026, then the title RECONCILIATION REPORT and the Summary.
• The PDF holds text, not pictures of the pages, is not password-protected and is up to 32 MB.
• The account must already be in the books through the Balance Sheet, and the books must hold balances for the statement's month; otherwise the close says “‹file› was not filed as a reconciliation: …” and reads the report once they do. A reconciliation workbook that reconciles the same account for the same month is the one kept.

Reports Haruno does not read

Keep these out of the company's files. Haruno shows the aging and vendor look-alikes as Copied · Not used and says which report it reads instead: “An A/R Aging Summary lists no invoices, so none of them can be checked. To have them checked, export the A/R Aging Detail from QuickBooks and add it.”, “A Vendor Balance report is not read. What the company owes each supplier is read from QuickBooks’ A/P Aging Summary or A/P Aging Detail — export one of those and add it.” or “Supplier activity is read only from QuickBooks’ Transaction List by Vendor. Export that report from QuickBooks and add it instead.” A report Haruno reads but finds without a column it needs, or without the date it was run for, is shown the same way, with the reason. The close passes these files over. Divided statements are refused for their columns, but Haruno may take the Detail statements for the statements themselves.

Sources outside QuickBooks

Six sources outside QuickBooks add what the general ledger does not record. Haruno recognizes each by its layout, so the layout below is what matters.

Reconciliation workbook

The workbook your practice keeps to support balance-sheet accounts: a contents sheet named TOC, dated in the month it reconciles, and one tab per account named starting with its number, as in 1410 Prepaid Services. Haruno labels it Reconciliation. Add each month's workbook; the layout is in The reconciliation workbook. Without one, and without reconciliation reports, the close still finishes, but no account is tied to a schedule (see Companies without a workbook).

Budget

A budget gives the budget-against-actual panel. Being over budget never raises a finding (see Budget vs actual).

• A cell reading exactly Category at the top of the category column, on the first visible sheet that has one.
• The months across the same row, as real Excel dates or as text in the form 2026-01-31. A month typed as Jan 2026 is not read.
• Each category captioned exactly as the Profit and Loss line it budgets. A category with no such line raises budget_line_unmatched.

Operating inputs

Headcount, new customers and bookings by month, for the headcount figures and customer acquisition cost (see Headcount and Acquisition). Use the budget layout with a cell reading Metric in place of Category. A budget, operating inputs and a revenue-by-customer sheet can share one workbook. Rows Haruno recognizes:

• Headcount, Employees, Staff, FTE or FTEs, Full-time equivalents.
• New customers, New clients, New logos, New accounts, Customer adds.
• Bookings, New bookings, Closed won. Other rows keep their own caption.

Revenue by customer

Revenue already recognized, by customer and month, for MRR, ARR and customer churn (see Recurring revenue).

• Wide, with a corner cell reading Customer and months across; or long, with columns for customer, month and amount (revenue or recognized revenue also works as that heading).
• Months as 2026-01-31, 2026-01 or January 2026. Jan on its own and Jan-26 are refused.
• No Total row or column, and one figure per customer per month. A blank cell means no figure, not zero.

Stripe invoices

Stripe's invoice export gives MRR, ARR and customer churn from billed invoices (revenue billed, not cash collected) and splits the movement in deferred revenue into additions and recognition (see Recurring revenue and Deferred revenue roll-forward).

• The invoices CSV from the Stripe Dashboard. Haruno's own message names the path as Billing → Invoices → Export; Stripe's menus can change.
• Columns id, date (utc), customer, currency and total, in any capitalization. Keep period start and period end, and add Subscription: an invoice counts as recurring only with a subscription and a service period; any other dated invoice is one-off revenue in its own month and in no MRR figure. With no Subscription column at all, the months its dated invoices touch show no MRR, and the reason says to export again with the column.
• Amounts net of tax: Haruno uses the invoice total without tax if the export has that column, else Total less Tax. A blank or unreadable tax or net amount on an open or paid invoice makes the close refuse the whole file, so enter 0 for an untaxed invoice: “…a blank is unknown, not zero. Nothing was written.” The draft's note on the file says so beforehand. Draft, void and uncollectible invoices count in no figure. An export with neither column, no total without tax and no Tax, is read at its Total.
• Dates as 2026-03-01 or 2026-03-01 12:34. A row with any other date format is not imported. On an open or paid invoice, a service period with one date missing, an end before its start or a date that cannot be read refuses the whole file.
• The reporting currency only. One invoice in another currency makes Haruno refuse the whole file.

HubSpot deals

HubSpot's deals export (CRM → Deals → Export, as Haruno's message names it) gives bookings and a count of new customers. Deals are not revenue, so nothing in it changes a statement. It needs the columns Record ID, Deal stage, Close date and Amount; a won deal has the stage Closed won. Where a workbook you keep also states new customers for a month, a difference raises operating_count_disagrees.

Send Stripe and HubSpot exports that cover all the history you want when you set the company up: a later update is read only as a numbered copy of the file the mapping was drafted from (see Billing and CRM exports after setup).

Your own financial package

A monthly financial package your practice keeps in Excel, with a cell reading Data to Import and a mapping block headed by a cell ending in MAPPING, is read as a Reporting package in place of plain QuickBooks exports, its mapping and subtotals taken from its own formulas. A company is set up from one or the other: the draft refuses to mix them.

Workbooks you keep

Keep sheet names the same each month. Haruno finds each part of a workbook by the sheet name the mapping was drafted from, so a revised budget is read only if it keeps that name, and then beside the earlier one, not instead of it: where both state the same month, the file read later counts, and a numbered copy is read after the file it copies. A workbook with pasted statements must also keep its sheets agreeing on basis and currency, or it is not read at all. Hidden sheets are never imported (see Hidden sheets, formulas and stripped values).

The first exports for a new company

Send one export of each statement covering all the history you want, plus every optional file you will use, all ending on the same month-end. Start from a month whose books are final: the first close locks every month the exports report with a Balance Sheet, once that month has ended (see The close lock). Send the optional files now, because a kind of file the mapping was not drafted from is not read until you draft again, which replaces your recorded answers (see A file added after the mapping was drafted).

1. Set the company's reporting currency and fiscal year-end in Company details.

   Haruno asks for both before you approve the mapping (see Company details). A fiscal year that ends in another month changes nothing in what you export.

2. Turn on account numbers in QuickBooks if whoever keeps the books agrees.
3. Export the Profit and Loss by month and the Balance Sheet by month-end, from the first month you want through the last month that has ended.
4. Export the optional reports for the same period: the Statement of Cash Flows for the whole span, the Trial Balance, A/R Aging Detail and A/P Aging Summary or Detail as of the last month-end, the Transaction List by Vendor for the span, and one Profit and Loss by Class per month.
5. Add the files to the company, then draft the mapping.

   On the setup page, use Upload files or Open a folder, or drop the files on the page (see Add data), then draft the mapping.

Two Profit and Loss files, such as last year's and this year's, are allowed: the draft uses the one that runs to the latest month and a note says which it left out, and a close reads both. One report for the whole range is still simpler. The whole first close is in Your first close.

Each month

Each month, once its books are final, export the month just ended, add the files to the company and close. A new kind of file is read only after the mapping is drafted again (see A file added after the mapping was drafted).

1. Wait until the month has ended and its books are final in QuickBooks: bank reconciliations done and adjustments posted. Haruno reads the run date QuickBooks prints in each footer, and a month whose export was run on or before its last day is reported but not locked; the close says so and locks it at the first close after you export it again.
2. Export the reports in What to ask for each month, above.
3. If you like, rename each Excel file for its report and month, for example Acme Profit and Loss 2026-09.xlsx. Don't rename CSV files.
4. Open the company's page from the Portfolio and add the files.

   Choose Books ▸ Import Exports…, select the files in the Upload company files window and click Add files. The window takes files, not folders; the company's Files tab also takes a folder or a drop (see Adding files after the mapping exists). Haruno for Windows has no Books menu: add the files on the company's Files tab.

5. Read the results.

   The Data added to sheet lists each file with what Haruno read it as. Check the period and the basis, then click Done. Haruno for Windows shows the same list under Import results.

6. Close the month.

   The pre-flight lists the files that arrived since the last close and notes the locked months, which stops nothing: the close refuses only a file that would change a figure in one. See Closing the next month.

The same file name twice

QuickBooks usually gives every export of a report the same file name. Haruno never replaces a file: it saves the new one beside the old with a number added (… Profit and Loss 2.xlsx), and every close reads both. For two exports of one statement, the one QuickBooks ran last counts for a month both hold: Haruno reads the run time in each footer, so the file name does not decide it. If an export of that statement has no run time, the copy is read after the original and its figures count. A copy your browser numbers, such as … (1).xlsx, is read after the file it copies, like the app's own. Renaming Excel exports for their month keeps them apart in the company's files and the pre-flight; Haruno recognizes the report from inside the file, so the name does not change which report it is.

Overlapping periods

Export each month once. Repeating a month whose figures are unchanged is harmless. When a repeated month's figures differ:

• A locked month: the close refuses the change and offers Correct…: record the difference in a later month, or reopen the month with a reason. After a reopening, the next close records each figure that moved as a restatement.
• A month not yet closed: both files are read at every close, and for a month both hold, the export QuickBooks ran later counts (see The same file name twice). A file you added by mistake can be removed until a close has read it (see Removing a file).

An account QuickBooks leaves off a month's report for lack of activity is read as zero, which never counts as a change to a locked month. See Reopening a month and Restatements.

Billing and CRM exports after setup

The mapping remembers the name of the CSV it was drafted from. A later Stripe or HubSpot export saved as a numbered copy of that file (… 2.csv, the name Haruno gives it when the name is taken) is read after the original, and its invoices or deals replace earlier ones with the same id. A file with any other name is not read: the import says Copied · Not in the mapping, and the close result lists it: “No spec section claims invoices.csv; it was left where it is.” (spec means the mapping).

New accounts in QuickBooks

An account added in QuickBooks after you approved the mapping, or an unnumbered account renamed there, arrives with no statement line, and Haruno reports unmapped_active_account. Resolve… on that finding points the account at a statement line; drafting the whole mapping again also places it but replaces your recorded answers. A new account appears in QuickBooks sets out the steps and their limits.