In Clio Accounting, you can add journal entries by uploading a comma-separated values (CSV) file. This option is useful when you are setting up your firm, migrating from another system such as QuickBooks Online (QBO) or Xero, or adding a batch of historical entries. During the import process and before anything is saved to your books, you review every entry and fix any issues.
Note: An import creates new journal entries. Journal entries already in Clio Accounting stay as they are.
Export your journal from your current system
If you use QBO or Xero, export your journal as a CSV, then prepare it for import as described in the next section. If you keep your records elsewhere, skip to the next section and enter your journal entries directly in the template.
Export your journal from QuickBooks Online
- In QBO, go to Reports and search for Journal. The report is under For my accountant.
- Set Report period to Custom, and enter the date range you want to import.
- Click Customize > Change columns, and make sure these columns are included: Date, Num, Account, Debit, Credit, Memo/Description, and Name.
- Click Run report.
- Click Export and choose Export to CSV. You can also export to Excel, then save the file as a .csv.
Export your journal from Xero
- In Xero, go to Accounting > Reports, and open Journal Report.
- Set the date range you want to import.
- Add or confirm these columns: Date, Journal number, Account, Description, Debit, and Credit.
- Click Update.
- Click Export > Excel, then save the file as a .csv.
Prepare your data for import
The import template contains the column headers Clio Accounting expects. Whether you export your file from QBO, Xero, or any other accounting tool or download the template and enter your journal entries directly, make sure that your data is formatted correctly for the import.
Download the template
Downloading the template from Clio can help you understand how your data needs to be formatted for import, even if you do not use the template.
- In Clio Accounting, go to Chart of Accounts.
- Click More actions in the top-right corner of the page, then select Transaction imports.
- Click Import journal entries in the top-right corner of the page.
- Click Download CSV Template.
Using the template, make sure that your data file adheres to the following requirements.
- Your CSV file has a single header row at the top that matches the column headers in the template you downloaded from Clio.
- All required data is added in every row. Refer to the table below to see which data is required.
- Make sure that there is no conflicting data. For example, if you include memo information, make sure that it is specified once for each journal entry.
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Make sure that the debit amounts equal the credit amounts for each journal entry.
Note: Your journal entry will comprise two or more rows. Each line carries an amount in either the Debit Amount column or the Credit Amount column, and the debits for each entry equal its credits. Enter the same Journal Entry Number for adjacent rows to group them into one journal entry. The numbers do not need to be sequential.
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Make sure that information for Vendor, Client, and Matter matches Clio records that already exist. For vendors and clients, the names must match. For matters, the matter file identifier must match which is typically in the format [matter number]-[client name]. Matching ignores capitalization and spacing.
Important: Before importing your journal entries, make sure to import or create your chart of accounts and add vendors or import them from CSV, and add all other required data like matters.
- Make sure that each account name is an exact match for an account in your Clio chart of accounts.
- Make sure your dates are in the format YYYY-MM-DD or MM/DD/YYYY.
- Make sure your file is not too large. Refer to possible issues you may run into regarding file size to understand limitations.
| Column | Required | Description |
|---|---|---|
| Date | Required | The date of the journal entry, formatted as YYYY-MM-DD or MM/DD/YYYY. |
| Journal Entry Number | Required | Groups multiple lines into one journal entry. The same number on adjacent rows means those rows belong to one entry. |
| Account | Required | The name of an existing account in your chart of accounts. |
| Debit Amount | Required | The debit amount for the line. Each line needs an amount in either Debit Amount or Credit Amount, not both. |
| Credit Amount | Required | The credit amount for the line. Each line needs an amount in either Credit Amount or Debit Amount, not both. |
| Description | Optional | Free text for the individual line. |
| Memo | Optional | Free text for the whole journal entry. |
| Vendor | Optional | The name of an existing vendor in Clio. |
| Client | Optional | The name of an existing client, in Clio. |
| Matter | Optional | The matter file identifier of an existing matter (typically in the format [matter number]-[client name]), in Clio. |
In the example below, journal entry 1001 records a retainer deposit across two lines. Journal entry 1002 records a vendor purchase split across two accounts, so it has three lines.
Date,Journal Entry Number,Account,Debit Amount,Credit Amount,Description,Memo,Vendor,Client,Matter
2026-01-15,1001,Operating Account,1500.00,,Retainer received,January retainer,,,
2026-01-15,1001,Legal Fees,,1500.00,Retainer received,,,,
2026-01-20,1002,Office Supplies,250.00,,Printer paper,,Acme Supplies,,
2026-01-20,1002,Office Equipment,600.00,,Desk chair,,Acme Supplies,,
2026-01-20,1002,Operating Account,,850.00,Office purchase,,Acme Supplies,,
Upload your file
Important: Before importing your journal entries, make sure to import or create your chart of accounts and add vendors or import them from CSV, and add all other required data like matters.
Clio Accounting checks and reads your file in the background, which usually takes a few seconds. The page updates automatically when processing finishes.
- In Clio Accounting, go to Chart of Accounts.
- Click More actions in the top-right corner of the page, then select Transaction imports.
- Click Import journal entries in the top-right corner of the page.
- Select your completed CSV file.
- Click Continue.
After your file is processed, the review screen lists every journal entry, with any issues flagged as errors or warnings. You can edit cells directly on this screen, and use the filters to focus on the rows that need attention. The Troubleshooting section provides context about issues that you may need to address.
Once you have reviewed your entries and made the necessary corrections, confirm the import. Entries with unfixed errors are not imported.
To start over instead of confirming, click More actions, then select Re-upload file or Discard import. If you commit an import by mistake, click Undo to reverse it.
Troubleshooting
Resolve whole-file errors
When there is an issue with the whole file, a message explains why. The table below shows the issues you may encounter and a suggestion for how to resolve it. Once you correct your file, you can upload it again.
| Issue | Resolution |
|---|---|
| The file is not a CSV. | Export or save your file in CSV format. |
| The file is larger than 5 MB. | Split the file into smaller files, and import them one at a time. |
| The file has too many rows. | Keep each file to about 100,000 rows or fewer, and split a larger history into multiple imports. |
| The file is based on an out-of-date template. | Download the current template, and confirm the required column headers are present. |
Fix errors
Errors appear under the Blocked tab. Fix every error in an entry before you commit that entry.
| Error type | Includes | Resolution |
|---|---|---|
| Missing required values | A missing date, account, journal entry number, or amount. | Enter the missing value in the cell. |
| Account errors | No match or more than one match for the ledger account. | Edit the cell to match one account in your chart of accounts. |
| Date errors | An invalid or unreadable date, or conflicting dates across the rows of an entry. | Enter the date as YYYY-MM-DD or MM/DD/YYYY, and use the same date on every line of an entry. |
| Amount errors | An invalid or unreadable amount, an amount that is not positive, or one row with both a debit and a credit. | Enter a positive number in either Debit Amount or Credit Amount for each line. |
| Journal entry structure errors | Debits and credits that are not equal, a journal entry number repeated on rows that are not adjacent, or an entry with fewer than two lines. | Balance the entry, group its lines on adjacent rows, and include at least two lines. |
Review warnings
Warnings are for your awareness. Best practice suggests that you review and correct entries with warnings, but you can commit an entry that has warnings.
- No match, or more than one match, for a vendor, client, or matter.
- A date before your firm's start date or opening balance date.
- A trust-related journal entry with no client assigned.
Up next
- Set up Chart of Accounts: Add the accounts your journal entries post to, so every row matches on import.
- Import Vendors From CSV: Add your vendors in bulk, so the Vendor column matches on import.
- Manage Accounts and Journal Entries: Edit your accounts, and add, edit, or reassign journal entries one at a time, including the entries your import creates.