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Frequently Asked Questions about Spreadsheet Sync in QuickBooks Online Advanced or Accountant

by Intuit Updated 2 weeks ago

Frequently asked questions

This article answers some common questions about Spreadsheet Sync in QuickBooks Online Advanced and Accountant.

Our Customer Success team is available Monday to Friday, from 8.30 AM to 6.30 PM AEST. You can reach them by signing into QuickBooks and selecting Help, then Contact Us.

For any other questions related to your QuickBooks Online Advanced and Accountant account, reach out to the 'QuickBooks Support team' by signing into QuickBooks Online and selecting Help, then Contact Us.

Spreadsheet Sync lets you sync Excel to your QuickBooks Online Advanced or Accountant company. Here are some of the benefits:

  • Pull data into an Excel spreadsheet, edit it, and then post it back to QuickBooks Online Advanced.
  • Create new data to post to QuickBooks Online Advanced using Spreadsheet Sync records and transaction templates.
  • Create custom reports or pivot tables and refresh them with up-to-date QuickBooks Online data.

At this time, Spreadsheet Sync is only available to QuickBooks Online Advanced or QuickBooks Online Accountant customers. If you’re using Simple Start, Essentials or Plus and you’d like to change your subscription to QuickBooks Online Advanced, you can do so by following the steps to upgrade your subscription.

First of all, make sure you’re logged in as an admin in your QuickBooks Online Advanced account. (See Change the primary admin user in QuickBooks Online for more information). Then follow the instructions in How to install and open Spreadsheet Sync.

  • Spreadsheet Sync works with the Office 365 edition of Excel and Google Sheets. It won't work with older Excel versions. 
  • If your computer's default browser is Internet Explorer 11, install this file to upgrade your browser to Microsoft Edge.

Spreadsheet Sync is included in the cost of QuickBooks Online Advanced or Accountant subscription. If you don’t currently have QuickBooks Online Advanced, you can upgrade your subscription by following the instructions in our support article Upgrade or downgrade your QuickBooks Online subscription.

Spreadsheet Sync’s posting function lets you edit company transactions in bulk and post the information back to QuickBooks Online Advanced or Accountant. Here’s how: 

  1. Select Create or edit records in the toolbar.
  2. Under Select company ▼ dropdown, select the company data you want to add or edit.
  3. In the Select a record type ▼ dropdown, select the Invoices and Bills template.
  4. To download data from your QuickBooks Online Advance account, select Edit QuickBooks records and sync back. Then, filter the company data you want to pull into the spreadsheet.
  5. (Optional) To create and edit transactions and their custom fields, select Select custom field columns. This will also allow you to add the transaction to the template.
  6. Once you’ve added all the info, select Get template to view the template and add or edit the data.
  7. In the Post? column, select Yes in the transactions that you want to import.
  8. Select Sync to QuickBooks in the task panel. Then, select Sync to confirm.
  9. Select View Sync details to see the number of line items that were successfully imported as well as any errors.

Learn more about posting data to QuickBooks Online Advanced.

With Spreadsheet Sync, you can generate both high-level reports and routine transaction reports. 

Advanced templates include P&L reports, trial balance, and balance sheet. Examples of other financial reports include Statement of Cash Flows, A/P Ageing Summary, Sales reports, and more.

To run a report:

  1. Select Run report in the Spreadsheet Sync task panel.
  2. Select your QuickBooks Online Advanced or Accountant company from the Select company ▼ dropdown.
  3. Select Select report ▼ to choose the report or template you want to use.
  4. Select the filters you want to apply on the report.
    • Under Date range, select whether to see weekly, monthly, quarterly, or yearly data and the start and end dates of your data period. (For multiple period reports, choose filters for total time period and comparative time periods.)
  5. Select Run report to generate the report on the spreadsheet.

See How to create and edit reports in Spreadsheet Sync to learn more.

You can sync data between Spreadsheet Sync and QuickBooks Online Advanced at any time by selecting Quick refresh.

Choose how you want to refresh an open spreadsheet:

  • Quick refresh refreshes the open spreadsheet according to previously set data filters.
  • Edit filters option updates the open spreadsheet using the filters you choose.
  • Automatic refresh updates a workbook or individual sheet every time you open the workbook or sign in to Spreadsheet Sync.

Update your existing Spreadsheet Sync report by:

  1. Open the Excel file.
  2. Open and sign in to Spreadsheet Sync.
  3. You will see the details about the report, including when it was last updated. Select Quick refresh in the Spreadsheet Sync tab to get to the latest data in QuickBooks. 

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