FreshBooks Integration Guide: Import Bank Transactions

FreshBooks makes invoicing and expense tracking simple for small businesses and freelancers. This guide shows you how to import bank statement transactions into FreshBooks for effortless expense management and reconciliation.

FreshBooks Bank Integration Overview

FreshBooks connects with thousands of banks automatically, but there are situations where importing CSV files is necessary:

• Unsupported Banks: Smaller banks or credit unions without automatic feeds
• Historical Data: Transactions before connecting automatic feeds
• Business Credit Cards: Cards not supported by bank connections
• International Accounts: Foreign bank accounts
• Offline Records: Petty cash or manual transaction logs

CSV Format for FreshBooks

Required Columns

• Date: Transaction date (YYYY-MM-DD or MM/DD/YYYY)
• Description: Vendor name or transaction description
• Amount: Transaction amount (negative for expenses)

Optional Columns

• Category: Expense category for auto-categorization
• Tax: Tax amount if tracked separately
• Notes: Additional transaction details

Step-by-Step Import Process

Step 1: Prepare Your File

1. Upload your bank statement PDF to ConvertBank
2. Select CSV as the export format
3. Download the converted file

Step 2: Access FreshBooks Import

1. Log into your FreshBooks account
2. Navigate to Expenses in the left menu
3. Click the Import Expenses button
4. Select Import from File

Step 3: Upload and Map

1. Click Choose File and select your CSV
2. FreshBooks will preview your data
3. Map columns: Date, Description, Amount, Category
4. Set the default payment account
5. Click Import

Expense Category Mapping

FreshBooks uses expense categories to organize your transactions. When importing, you can:

• Pre-categorize: Add a Category column to your CSV
• Default Category: Set one category for all imported transactions
• Categorize Later: Import without categories and sort manually

Common FreshBooks Categories

• Advertising
• Bank Charges
• Equipment
• Insurance
• Meals & Entertainment
• Office Supplies
• Professional Services
• Software
• Travel
• Utilities

Bank Connection Tips

For accounts that support automatic connections:

1. Go to Expenses → Connect Your Bank
2. Search for your bank
3. Enter your credentials securely
4. Select accounts to connect
5. Transactions sync automatically

Matching Receipts to Transactions

After importing transactions, attach receipts for complete records:

1. Find the imported transaction in Expenses
2. Click on the transaction to open details
3. Click Attach Receipt
4. Upload photo or PDF of receipt
5. FreshBooks links the receipt to the expense

Troubleshooting Import Issues

Frequently Asked Questions

Can I import income transactions too?

FreshBooks primarily imports expenses through this method. Income is typically recorded through invoices and payments. For bank deposits, use the Revenue section instead.

How do I avoid duplicate transactions?

FreshBooks checks for duplicates based on date, amount, and description. Avoid importing overlapping date ranges with connected bank accounts.

Can I undo an import?

Yes. Go to Expenses, filter by import date, select multiple transactions, and delete them. This won't affect other data in your account.

Is there a limit on imported transactions?

FreshBooks handles up to 1,000 transactions per import. For larger datasets, split your file into smaller batches by date.