Booking Toast sales in QuickBooks Desktop

How to import Toast sales into QuickBooks Desktop with an IIF file

By Aaron, a restaurant owner who books his own stores on Toast and QuickBooks Desktop. Updated October 8, 2026.

The file layout

Here is one store's day as an IIF file, with sample numbers. The first three lines are headers that name the columns. Then comes the entry: a TRNS line, SPL lines, and ENDTRNS. The columns are separated by tabs, not spaces.

!TRNS	TRNSTYPE	DATE	ACCNT	NAME	CLASS	AMOUNT	DOCNUM	MEMO
!SPL	TRNSTYPE	DATE	ACCNT	NAME	CLASS	AMOUNT	DOCNUM	MEMO
!ENDTRNS
TRNS	GENERAL JOURNAL	10/06/2026	Undeposited Funds		Main St	612.18	T261006MS	Toast sales
SPL	GENERAL JOURNAL	10/06/2026	Card Clearing		Main St	2415.85	T261006MS	Cards
SPL	GENERAL JOURNAL	10/06/2026	DoorDash Clearing		Main St	362.00	T261006MS	DoorDash
SPL	GENERAL JOURNAL	10/06/2026	Food Sales		Main St	-2450.00	T261006MS	Food
SPL	GENERAL JOURNAL	10/06/2026	Beverage Sales		Main St	-380.00	T261006MS	Beverage
SPL	GENERAL JOURNAL	10/06/2026	Sales Tax Payable	County Tax Agency	Main St	-247.63	T261006MS	Sales tax
SPL	GENERAL JOURNAL	10/06/2026	Tips Payable		Main St	-312.40	T261006MS	Tips
ENDTRNS

• Positive amounts are debits, negative amounts are credits. All the lines of one entry add up to zero.
• Names must match QuickBooks exactly: accounts, the tax agency and the class. Write a sub-account as Parent:Child.
• Dates are month/day/year.
• DOCNUM becomes the entry number. Make it unique per store and day, so you can find the entry later.
• Put several days or stores in one file by repeating the TRNS to ENDTRNS block. The header lines come once, at the top.

Built in a spreadsheet? Save it as tab-delimited text, then rename it to end in .iif. Open it in Notepad before importing to check that dates and minus signs came through as you meant.

Import it

1. Back up the company file: File, Back Up Company, Create Local Backup.
2. Sign in as Admin. On QuickBooks 2018 or older, also switch to single-user mode: File, Switch to Single-user Mode.
3. Open File, Utilities, Import, IIF Files.
4. On QuickBooks 2019 and newer, choose Import IIF, pick the file and select OK. Don't choose Import it for me. I'll fix it later. It skips QuickBooks' check of the file. On older versions, just pick the file.
5. If QuickBooks reports errors, choose Review now. It saves the lines it couldn't import, with the reason, in a new file: fix them there and import that file. When it's all in, select Done.
6. Open the entry (search for its number) and compare it with Toast's Sales summary for that store and day.

What an IIF import won't catch

• Typos in names. Older versions, and the Import it for me option, can add a misspelled account or name as a new list entry instead of stopping. After importing, look through the Chart of Accounts for anything new.
• Duplicates. Importing the same file twice books the days twice. Keep track of which days you've imported.
• Undo. There's no undo for an import. Delete the entries by hand, or restore the backup.

How OK Book Sync handles it

OK Book Sync can make the same entries as an IIF file, if you'd rather import them yourself. Sending them straight to QuickBooks is safer, though: QuickBooks turns down an entry that names an account it doesn't have, instead of creating one, and OK Book Sync checks QuickBooks for each day's entry number first, so a day never goes in twice. Any day it sent can be undone.

How the entry itself is built: how to record Toast daily sales in QuickBooks Desktop.