QuickBooks to CT600: Import Your Trial Balance

Using QuickBooks for your company's accounts? This guide shows you how to export your trial balance and import it into CT600 software for faster, more accurate corporation tax filing.

QuickBooks Online vs Desktop

This guide covers both versions:

VersionExport Method
QuickBooks OnlineReports → Export
QuickBooks DesktopReports → Excel export
The core process is the same for both.

Step 1: Export from QuickBooks Online

Navigate to Reports

  1. Log into QuickBooks Online
  2. Click Reports in the left menu
  3. In the search box, type "Trial Balance"
  4. Click Trial Balance report

Set the Date Range

  1. Click the Report period dropdown
  2. Select Custom
  3. Set From date: Start of accounting period
  4. Set To date: End of accounting period
  5. Click Run Report

Verify the Report

Before exporting, check:

  • Correct date range
  • Trial balance balances
  • All accounts appear
  • Figures look correct

Export

  1. Click the Export icon (top right)
  2. Select Export to Excel
  3. File downloads as .xlsx

Convert to CSV (if needed)

  1. Open the Excel file
  2. File → Save As
  3. Choose "CSV (Comma delimited)"
  4. Save

Step 1 (Alternative): Export from QuickBooks Desktop

Navigate to Reports

  1. Open QuickBooks Desktop
  2. Click Reports menu
  3. Select Accountant & Taxes
  4. Click Trial Balance

Set the Date

  1. Change Dates dropdown to "Custom"
  2. Enter your accounting period dates
  3. Click Refresh

Export

  1. Click Excel button (or File → Export)
  2. Choose "Create a new worksheet"
  3. Save as Excel file
  4. Convert to CSV if needed

Step 2: Prepare the Export

What QuickBooks Exports

Your export will typically contain:

ColumnContent
AccountAccount name/code
DebitDebit balance
CreditCredit balance

Clean Up (if needed)

  1. Open in Excel
  2. Remove any header rows above the data
  3. Remove any totals rows
  4. Delete blank rows
  5. Save as CSV

Example Clean Format

AccountDebitCredit
Sales85,000
Cost of Goods45,000
Rent12,000
Wages20,000
Bank15,000
Trade Creditors7,000

Step 3: Import to CT600 Software

Upload Process

  1. Log into your CT600 software
  2. Select the company
  3. Navigate to "Import" or "Trial Balance"
  4. Upload your CSV file
  5. Map columns if prompted

Account Mapping

Match QuickBooks accounts to CT600 categories:

QuickBooks AccountCT600 Category
Income / SalesTrading income
Cost of Goods SoldTrading expenses
Rent or LeasePremises costs
UtilitiesPremises costs
Payroll ExpensesStaff costs
DepreciationDisallowed expenses
InsuranceTrading expenses

Common QuickBooks Account Mappings

Income Accounts

QuickBooksCT600 Box
SalesBox 145
Other IncomeBox 145 or 172
Interest EarnedBox 172
Rental IncomeBox 170

Expense Accounts

QuickBooksCT600 Treatment
Cost of Goods SoldTrading expense
AdvertisingTrading expense
Bank ChargesTrading expense
Professional FeesTrading expense
Meals & EntertainmentDisallowed
DepreciationDisallowed
InsuranceTrading expense
Office ExpensesTrading expense
PayrollStaff costs
RentPremises costs
UtilitiesPremises costs

Balance Sheet Accounts

QuickBooksUse
Fixed AssetsBalance sheet
Accumulated DepreciationBalance sheet
Current AccountBalance sheet
Accounts ReceivableBalance sheet
Accounts PayableBalance sheet
Share CapitalBalance sheet
Retained EarningsBalance sheet

Troubleshooting

Issue: Export Has Extra Columns

Solution: Delete columns you don't need. Keep Account, Debit, Credit.

Issue: Numbers Have Commas

Solution: Most import tools handle this. If not, use Excel Find & Replace to remove commas from numbers.

Issue: Account Names Too Long

Solution: Shorten account names, or check if your CT600 software truncates them automatically.

Issue: Report Shows Wrong Currency

Solution: Check QuickBooks currency settings. The trial balance should be in GBP for UK CT600.

Issue: Sub-accounts Expand Unexpectedly

Solution: In QuickBooks report settings, choose to show summary level only, not sub-account detail.

QuickBooks Tips for CT600

Use Classes or Locations

If you have multiple business streams (e.g., trading and property), use QuickBooks Classes or Locations to track them separately.

Chart of Accounts Setup

A well-organised chart of accounts makes CT600 filing easier:

  • Group similar accounts together
  • Use clear, descriptive names
  • Match categories to typical tax treatments

Close the Period

After exporting for CT600:

  1. Go to Settings → Account and Settings
  2. Advanced → Accounting
  3. Set "Close the books" date
This prevents accidental changes to filed figures.

Reconcile Before Export

Ensure all bank accounts and key accounts are reconciled before running your trial balance.

Matching Periods

QuickBooks Financial Year

Check your QuickBooks financial year matches Companies House:

  1. Settings → Account and Settings
  2. Company → Fiscal year
If different, run a custom date report matching your Companies House year-end.

First Year Companies

If your first accounting period spans creation of QuickBooks account:

  • Run from the first transaction date
  • Not from QuickBooks "opening balance" date

Advanced: Direct Integration

QuickBooks API

Some CT600 software connects directly to QuickBooks:

  • Automatic data sync
  • No manual export
  • Real-time figures
Check your CT600 software for QuickBooks integration options.

Frequently Asked Questions

Can I import from QuickBooks Self-Employed?

QuickBooks Self-Employed is for sole traders, not limited companies. If you're filing CT600, you should be using QuickBooks Online/Desktop, not Self-Employed.

What about multi-currency?

Export in GBP (base currency). Foreign currency accounts should show GBP equivalent values.

Can I import historical years?

Yes, run trial balance reports for each historical year you need.

What if I use cash basis in QuickBooks?

For corporation tax, you typically need accruals basis accounts. Check your QuickBooks settings and consult an accountant if unsure.

Checklist

Before Export

  • Reconcile all bank accounts
  • Review for unusual entries
  • Verify correct period

Export Process

  • Run Trial Balance report
  • Set correct date range
  • Export to Excel
  • Convert to CSV if needed

Import

  • Upload to CT600 software
  • Map accounts to categories
  • Review imported figures
  • Make any adjustments

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