Skip to content
  • There are no suggestions because the search field is empty.

Helpful Tips for Importing Exported IIF Files into QuickBooks

If you use the Exported IIF files from FlexiBake, to import into Quickbooks, we've created a helpful article to run you through some tips that can help you out of a jam.

Introduction

Importing IIF files from FlexiBake into QuickBooks can seem daunting due to file structure, character mismatches, and import rules unique to QuickBooks. Following these tips, drawn from years of FlexiBake support and actual customer tickets, will improve your import success and help quickly resolve common errors.

Before You Begin

Check your preparations:

  • Install the correct version/year of QuickBooks and keep it updated.
  • Ensure you are admin in QuickBooks and have performed a backup.
  • Prepare your FlexiBake data carefully before exporting.

1. Set Up Naming Consistency

  • Product names and codes: The FlexiBake product code must match the QuickBooks item name exactly. Otherwise, QuickBooks will create a new item at import.

    • Tip: Watch for extra spaces, special characters, and differences like “Banana Cake 3” case of 12" versus “Banana Cake 3” case of 12…"
    • Callout: Even trailing periods or spaces will cause QuickBooks to create duplicates.
  • Customer Mapping: Customer names in FlexiBake need to match exactly with QuickBooks. For customers with multiple jobs, use the format Customer:Job in both systems.

2. Tidy Up the IIF File

  • Remove any line item codes from the IIF if they’re unnecessary and cause errors (e.g., CODE fields not used in QuickBooks).
  • Delete $0 invoices before importing if these are not supported by your QB version/process. (this is dependent on your QB setup)
  • Check for any special characters (quotes, apostrophes, etc.) that QuickBooks does not like; rename products/items if necessary.
  • Ensure that parent account numbers are set in QuickBooks if using sub-accounts or else you may receive duplicate account errors.
  • Avoid using special or non-ASCII characters in names and addresses.

3. Check Dates and Regional Formats

  • Confirm your FlexiBake Accounting Module Preferences are set to match US (MM-DD-YYYY) date format. A mismatch can break the import in QuickBooks, especially for users outside the US.
  • If you see unexpected Canadian or European date formats, revisit FlexiBake’s export settings and your local Windows region settings.

4. Check for Duplicates and Item Existence

  • If “There is already another item in QuickBooks by this Name [10569]” appears, it means either the item exists with a minor mismatch (like extra spaces or periods) or you need to update the existing record instead of importing anew.

  • All items (products, sales tax items, discounts, GL accounts) referenced in the IIF must exist with matching names in QuickBooks before import.

    • If they don’t exist, create them in QuickBooks ahead of time, or QuickBooks will auto-create them, sometimes with unwanted results.

5. Troubleshoot Common Errors

  • Negative values not importing:
     QuickBooks 2019+ has new IIF import validation. Refer to this resource for up-to-date validation rules and tips.
    • Sometimes a rebuild of your QB data file helps.
    • Watch for line item quantity sign mismatches or odd portal export logic.
  • Discount/Tax items missing:
     You may see errors if FlexiBake exports discounts and taxes as line items not mapped in QB.
    • In QuickBooks, manually create a matching Sales Tax Item and Discount Item with the same names used by FlexiBake.
    • See: How to apply a discount item in QuickBooks
    • For sales tax, check Company Preferences under Edit > Preferences > Sales Tax.
  • Invalid customer/job structure:
     Customers should not be set as jobs in QuickBooks if they are treated as top-level customers in FlexiBake. In QuickBooks, customers are who pay you; jobs are tracked projects under customers and must be mapped correctly.

  • COGS/GL account mismatch or parent/sub-account issues:
     Parent accounts must have account numbers if included, sub-account mapping in FlexiBake must match your QuickBooks structure, and duplicate account numbers must be avoided.

  • Freight or added fees calculated twice:
     Sometimes an exported file adds a line item for a fee that’s already included in the invoice total, which may cause error or discrepancies during import. Double-check invoice and export configuration to avoid double-importing charges.

6. Recommendation: Test Small, Work Up

  • Test imports with just one or two records to confirm settings before importing large files into QuickBooks.
  • If errors persist, open the IIF error log produced by QuickBooks right after the attempt and review specific line numbers. FlexiBake support often reviews these logs to identify exact issues.

7. Miscellaneous Tips

  • Removing CODE columns/cells in Excel before import can sometimes resolve issues with unrecognized fields.
  • “ENDTRNS” error is generally related to the file structure or using jobs improperly as top-level customers.
  • Always do a backup of your QuickBooks company file before each import attempt.

8. Useful Links

  • FlexiBake “Receiving a Duplicate Name Error When Importing IIF File to QuickBooks” (internal KB reference)
  • Intuit support on IIF import troubleshooting:
    QuickBooks - IIF Import Help

Frequently Asked Questions

Q: Can FlexiBake import orders from QuickBooks?
 A: No. FlexiBake supports exporting data to QuickBooks (not the other way around) using IIF or CSV files. For best practices, enter your orders in FlexiBake and use its accounting export for downstream import.

Callouts

  • *QuickBooks will auto-create missing customers and products from your IIF at the start of import. Review imported data to verify correct mapping and manually reassign as needed afterward. *
  • Always read and verify each QuickBooks error message line and refer to the FlexiBake support team for complex log file reviews.