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Import data using Spreadsheet Sync in QuickBooks Online Advanced

by Intuit Updated 2 weeks ago

Learn how to import data using Spreadsheet Sync in QuickBooks Online Advanced or Accountant.

Record templates are used to import data to your account, and QuickBooks automatically validates it.

You can access record templates in the toolbar by selecting Create or edit records.
Note: Columns marked with a star are required fields to import data into your QuickBooks Online Advanced account.

Types of record templates in Spreadsheet Sync

Record templates are used as a format to import data to QuickBooks Online Advanced or Accountant. There are two types of record templates:

A list template is used to add or edit a list of company data to your QuickBooks account.

Types of list templatesWhat do you use it for
AccountsAdd, update, or archive accounts.
Class and LocationAdd, edit, or void classes or departments.
Supplier and CustomersAdd, edit, or void suppliers or customers.
EmployeesAdd, edit, or void employees.
Inventory ItemsAdd, edit, or delete inventory or services.
Note: Bundle inventory items are not supported.

A transaction template is used to post new or edited transactions in QuickBooks.

Types of transaction templatesWhat do you use it for
Invoices and BillsAdd, edit, or void supplier bills, adjustment notes, or customer payments.
QuotesAdd, edit, or void estimates.
Purchase & Sales ReceiptsAdd, edit, or delete purchase and sales receipts.
Purchase OrderAdd, edit, or delete purchase orders.
Time ActivitiesAdd, edit, or void time activities.

For importing journal entries, use Journal Entries.

Note: If you need to present and analyse QuickBooks data, you can create and edit reports in Spreadsheet Sync.

If you want to import data to your QuickBooks Online Advanced account, you can create or edit record templates using Spreadsheet Sync.

  1. Select Create or edit records in the Spreadsheet Sync panel.
  2. From the Select company ▼ dropdown, select the company data you want to add to or edit.
  3. From the Select a record type ▼ dropdown, select a record template.
  4. To download data from your QuickBooks Online Advanced company, select Edit Quickbooks records and sync back, and filter the company data you want to pull in the spreadsheet.
  5. (Optional) To create or edit transactions along with their custom fields, select Select custom field columns you want to be added to the template.
    Note: This option may not be available for all templates.
  6. Once you have added all the information, select Get template to view the template to add/edit data.
  7. When you've finished adding or editing data, under the Post? column in the spreadsheet, select Yes in the rows you want to post.
  8. In the task panel, select Sync to QuickBooks, then select Sync to confirm.
  9. Select View sync details to see the number of line items that were successfully imported and any errors.

Note: To resolve common import errors, see how to troubleshoot in Spreadsheet Sync.

Here’s a guide to format spreadsheet templates in Spreadsheet Sync.

  • Make sure to add rows at the bottom of the template. If needed, you can also delete rows.
  • Only add columns to the right. Don’t delete or change the order of the columns marked with a star.
  • Spreadsheet Sync saves your formatting. If you want to clear or return it to the original template, select Clear Sheet.

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