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Intuit

How to transfer Chart of Accounts and lists

Transfer Chart of Accounts and lists from your old company to your new QuickBooks Online company using an Excel file.

Customer contact list

Export the customer data from your old company.

  1. From the left menu, select Sales, and select Customers.

  2. On the Customers page, select the User-added image icon under the Money Bar. (Note: If you want to include deleted/inactive customers, select the Gear icon next to the Export icon and check the Include inactive.)
  3. Save the exported file.

Import the file into your new company. You can check this sample customer file to see how headers must appear in your spreadsheet.

  1. Select the Gear icon on the Toolbar.

  2. Under Tools, choose Import Data.

  3. Select Customers from the list.
  4. On the Import Customers page, select Browse.
  5. Find and select the Excel file, then choose Open.
  6. Select Next to continue.

     (Note: If you're missing any critical data, those fields will be highlighted in red; if your data is ok, you'll see a check mark.)
  7. Select Next.

  8. Adjust your data if there are fields highlighted in red, then select Import.

Note: Terms on the left menu bar will vary based on company setup.

 

Supplier or supplier list

Export the supplier/supplier data from your old company:

  1. From the left menu, select Expenses, then Suppliers/Suppliers.

  2. On the Suppliers or Suppliers page, select the icon on the right.
    (Note: If you want to include deleted/inactive suppliers (suppliers), you must select the Gear Icon next to the export icon and check the Include inactive )
  3. Save the exported file.

Import the file into your new company. You can check this sample supplier or supplier file to see how headers must appear in your spreadsheet.

  1. Select the Gear icon on the Toolbar.

  2. Under Tools, choose Import Data.

  3. Select Suppliers or Suppliers from the list.
  4. In the Import Suppliersor Import Suppliers page, select Browse.
  5. Find and select the Excel file, then choose Open.
  6. Select Next to continue.

    (Note: If you're missing any critical data, those fields will be highlighted in red; if your data is ok, you'll see a check mark.)
  7. Select Next.

  8. Adjust your data if there are fields highlighted in red, then select Import.

Note: Terms on the left menu bar will vary based on company setup.

Chart of accounts

Export the Chart of Accounts from your old company:

  1. Select Accounting from the left menu, then Chart of Accounts.

  2. Select Run report.

If you want to include deleted/inactive accounts, you need to customize the report:

  1. Select Customize.
  2. Select the Filter drop-down.

  3. From the Deleted drop-down, choose All.
  4. Select Run report.

Once you run the report:

  1. Select the User-added image icon under the Money Bar, then choose Export to Excel.
  2. In Excel, you must remove the report title and shift the cells up so the headers are at the top of the spreadsheet.
  3. Save the exported file.

Import the file into your new company. You can check this sample Chart of Accounts file to see how headers must appear in your spreadsheet.

  1. Select the Gear icon on the Toolbar.

  2. Under Tools, choose Import Data.

  3. Select Chart of Accounts from the list.
  4. Select Browse, then find and Open the Excel file.
  5. Select Next to continue.

     (Note: If you're missing any critical data, those fields will be highlighted in red; if your data is ok, you'll see a check mark.)
  6. Select Next.

  7. Adjust your data if there are fields highlighted in red, then select Import.

Common errors and how to resolve

You may run into an error during import. Here are some scenarios where you encounter an error and how you can resolve them:

  • Error on the Email field
    Make sure you only have one email address listed in the email field. QuickBooks Online lets you put in multiple email addresses for a customer or supplier/supplier, separated by commas. However, the import only supports one email address in the column. If you need multiple emails on file, you'll have to edit it and take out all but one email address and add the others after the import is complete.
  • Error on the Phone field
    Make sure you only have one phone number in the phone field. QuickBooks Online reports allow multiple phone numbers in the same column, but the import only supports one at a time.
  • Errors on items that are already in your company (Products/Services List)
    You may get errors on items that are already in your company; for example, the "Hours" and "Services" items that are created by default. The best thing to do is not to import these items; the rest of your items should still get imported.
  • Errors for non-existent accounts
    In importing Products/Services, cancel the import, make sure that those accounts exist, and then try again. To avoid this error, either import your Chart of Accounts first before Products/Services, or if you have just one or two missing accounts, you may want to create them manually after the import.
  • If sub-accounts can't be imported
    Change sub-accounts to parent accounts before you import, then change them back after the import.

Now you can transfer Chart of Accounts and lists to your new QuickBooks Online company.