How to Import Trial Balance to CT600

Importing your trial balance into CT600 software saves time and reduces errors. Instead of manually entering figures, you can upload directly from your accounting software.

What Is a Trial Balance?

A trial balance is a summary of all account balances in your bookkeeping system at a specific date. It shows:

ColumnWhat It Contains
Account codeNominal code for each account
Account nameDescription of the account
DebitDebit balance (if applicable)
CreditCredit balance (if applicable)
The trial balance must balance: Total debits = Total credits

Why Import Instead of Manual Entry?

Benefits

Manual EntryTrial Balance Import
30-60 minutes5 minutes
Error-proneAccurate
TediousSimple
Each figure typedOne upload

Risk Reduction

  • No transcription errors
  • Balances automatically checked
  • Consistent with your accounting records

Import Methods

Method 1: Direct Integration

Some CT600 software connects directly to accounting packages:

SoftwareDirect Connection
XeroVia API
QuickBooks OnlineVia API
SageVia export/import
FreeAgentVia API
TinyTax supports CSV import from any source.

Method 2: CSV File Upload

  1. Export trial balance from your accounting software
  2. Format as CSV (if needed)
  3. Upload to CT600 software
  4. Map accounts to tax categories

Method 3: Excel Template

  1. Download template from CT600 software
  2. Paste your trial balance data
  3. Upload completed template

Step-by-Step: CSV Import

Step 1: Export from Accounting Software

From Xero:

  1. Reports → Trial Balance
  2. Select correct date
  3. Export → CSV
From QuickBooks:
  1. Reports → Account & Tax → Trial Balance
  2. Select period
  3. Export to Excel/CSV
From Sage:
  1. Reports → Trial Balance
  2. Export to CSV

Step 2: Format Your File

Most CT600 software expects:

ColumnContent
AAccount code
BAccount name
CDebit amount
DCredit amount
Or:

ColumnContent
AAccount code
BAccount name
CBalance (positive/negative)

Step 3: Upload

  1. Log into CT600 software
  2. Navigate to Trial Balance Import
  3. Select your CSV file
  4. Upload

Step 4: Map Accounts

The software will ask you to match accounts to tax categories:

Your AccountTax Category
SalesTrading income
Cost of salesTrading expenses
RentPremises costs
EquipmentCapital items
First-time setup takes longer. Save mappings for future imports.

Common Account Mappings

Income Accounts

Account NameMaps To
SalesBox 145 (Turnover)
Other incomeBox 145 or 172
Bank interestBox 172
Rental incomeBox 170

Expense Accounts

Account NameMaps To
Staff costsTrading expenses
RentTrading expenses
InsuranceTrading expenses
Professional feesTrading expenses
DepreciationDisallowed (add back)
EntertainmentDisallowed (add back)

Balance Sheet Accounts

Account NameMaps To
Fixed assetsBalance sheet
BankBalance sheet
DebtorsBalance sheet
CreditorsBalance sheet
Share capitalBalance sheet

Handling Common Issues

Issue 1: File Won't Upload

Causes:

  • Wrong file format (use .csv)
  • File too large
  • Special characters in account names
Fix:
  • Save as plain CSV
  • Remove special characters
  • Check file size limits

Issue 2: Accounts Don't Map

Cause: Account names don't match expected categories

Fix:

  • Manually map unrecognised accounts
  • Standardise account names in your bookkeeping
  • Create mapping rules for future

Issue 3: Trial Balance Doesn't Balance

Cause: Export error or bookkeeping issue

Fix:

  • Re-export from accounting software
  • Check for rounding differences
  • Verify bookkeeping is reconciled

Issue 4: Wrong Period

Cause: Exported wrong date range

Fix:

  • Check the trial balance date matches your accounting period end
  • Re-export with correct dates

Best Practices

Before You Import

  • Reconcile bank accounts
  • Check trial balance balances
  • Review for unusual entries
  • Verify the correct period

Account Code Standards

Using standard account codes makes mapping easier:

RangeCategory
1000-1999Fixed assets
2000-2999Current assets
3000-3999Current liabilities
4000-4999Income
5000-5999Cost of sales
6000-6999Overheads
7000-7999Other expenses

Naming Conventions

Consistent account names help:

  • Use "Staff Costs" not "Wages/Salaries/Staff"
  • Use "Motor Expenses" not "Car Costs/Vehicle/Petrol"
  • Avoid abbreviations

Software-Specific Guides

From Xero

See our detailed guide: Xero Trial Balance to CT600

From QuickBooks

See our detailed guide: QuickBooks Trial Balance to CT600

Frequently Asked Questions

Do I have to use trial balance import?

No. You can enter figures manually. But import saves time and reduces errors.

What if my accounts don't use standard codes?

You can still import—you'll just need to manually map accounts to tax categories.

Can I import from spreadsheets?

Yes, as long as they're in CSV format with the expected columns.

What about adjustments after import?

You can still make manual adjustments after importing your trial balance.

Does the trial balance include prior year?

Usually just current year. Prior year figures are often fetched separately from HMRC.

Summary

StepAction
1Export trial balance from accounting software
2Format as CSV if needed
3Upload to CT600 software
4Map accounts to tax categories
5Review and adjust
6Proceed with CT600 preparation
Trial balance import transforms CT600 preparation from tedious data entry to quick review and submission.

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