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Importing Cloudbeds PMS transactions into your Quickbooks account

Gabriela Garcia
Updated

This article explains how to export financial information from Cloudbeds PMS and how to import it to your Quickbooks account.

 Remember that Quickbooks has its own pricing for registering an account with them. Reach out to Quickbooks' support team to know more details.

Step 1 - Exporting Transactions from Cloudbeds PMS

Once you log in to your Cloudbeds PMS account:

  1. From the Menu Main menu icon.png, go to Classic reports Classic reports.pngand click on Financial Reports
  2. Select Payment Ledger
  3. Select the Payment Type(s) that you would like to export
  4. Choose the Payment Date interval
  5. If you do not want to export Associated Transactions, remove all the options from this menu.
  6. Select the reservation status (in this example, we are not taking into consideration Canceled and No-Show reservations).
  7. Click on Apply to generate the report
  8. Then, click on Export to  -> Excel

    Feel free to filter the transactions based on your needs.

  The 'void' transactions (shown in red on the report) will be shown in your Quickbooks account under the Spent column.

Step 2 - Adjusting the Excel sheet

Before you import the file, ensure all the requirements below are met.

First of all, you must separate 'date' from 'time'; otherwise, Quickbooks will not accept the file:

  1. Delete the 'GRAND TOTAL' at the bottom of the sheet
  2. Add a new column
  3. Select all data from the 'Date/Time' column
    Note that merged cells are not accepted

  1. On the Excel menu, click on Data -> Text to Columns

  1. Select Fixed width and click on Next
  2. Click on Next again
  3. Select the option Date and choose DMY (Date / Month / Year)
    Click on Finish

Now, you have the data in separate columns. Rename them "Date" and "Time," as shown below.

Step 3 - Save the Excel sheet

Now, your sheet is ready to be imported. Go ahead and save it as CSV (comma delimited).

Step 4 - Importing into Quickbooks

Sign in to your Quickbooks account:

  1. Navigate to the Banking tab
  2. Under the Update drop-down menu, select File Upload

Step 4 Importing into Quickbooks 1.png

  1. Click on Browse and upload the correct file

  Note: The sheet should have the CSV formatting (separate by commas).

Step 4 Importing into Quickbooks 2.png

  1. Select an account to upload the file (you must choose your bank account)
  2. For each bank account field, choose a Quickbooks field:
    • Date -  Go ahead and select the corresponding column in the Excel sheet
    • Choose the date formatting (dd/mm/yyyy)
    • Description - You can choose any type of description; it can be the room number/guest's name, reservation ID, etc.

(Tip: the reservation ID will help you to find the transaction easily in the future)

    • Amount - This option corresponds to the column 'Credit' in your Excel sheet
    • Choose 1 or 2 columns (it depends on your bank account)
  1. Click on Next
  2. If Quickbooks doesn't display any alerts, click on Next to confirm

Once you upload the file successfully, Quickbooks will redirect you to the Dashboard

On this screen, you will be able to see all transactions uploaded under the 'For Review' tab

Step 4 Importing into Quickbooks 3.png

  The 'voided' transactions will be displayed under Spent column and not under Received column in your Quickbooks account.

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