Working with the Spreadsheet Sync user interface in QuickBooks Online Advanced and Accountant

This article explains Spreadsheet Sync's tab and panel functions within Microsoft Office Excel. Make sure you’re signed into QuickBooks account through Spreadsheet sync to see all the features and functions explained below. Follow the steps found here to sign into Spreadsheet Sync from your QuickBooks file.

In this article, you'll learn about the functions of the following tabs:

• Company settings
• Get Started, Build Reports, and Refresh
• Manage Records, Clear Sheet, Update Sheet, and Sync to QuickBooks
• Help

Company settings

Company settings let you import your company data into Spreadsheet Sync. You’ll find this button in the top ribbon of the Spreadsheet Sync tab.

• Admins can add other companies associated with their QuickBooks Online account.
• A list of companies connected to Spreadsheet Sync is visible under the Companies section.
• You can also put your connected companies into Groups to create consolidated reports. 

Get Started, Build Reports, and Refresh

Get Started helps you choose your activity. You’ll find this button in the top ribbon of the Spreadsheet Sync tab. Available options are:

• Run a report from the latest company data, or start with a template.
• Add and edit data like transactions, lists, or other records and sync with QuickBooks.
• Run multi-company reports by grouping companies to get a consolidated financial report.
• Manage budgets by creating or editing an existing budget then saving it to QuickBooks.

Build Reports directs you to:

• Select the Company data from QuickBooks that you want to use for a report.
  • Reports include standard accounting reports such as Profit & Loss and trial balance as well as transaction, inventory, and sales reports.
• Select report to choose a report or template.
• Select data to get to select a date range or multiple time periods for your data as well as filter by class, location, and other categories (filters will vary depending on the type of report or data table).

Refresh lets you update the data in your spreadsheet at any time. In the dropdown, select:

• Quick refresh (current sheet) to refresh data according to filters previously selected.
• Advanced refresh to select the time period and other filters for updating data.
• Automatic refresh to automatically update selected sheets every time you sign in to Spreadsheet Sync or when you open the workbook. 

Manage Records, Clear Sheet, Update Sheet, and Sync to QuickBooks

Manage Records lets you post data to QuickBooks Online Advanced or download data, make bulk edits, and then repost it. 

Use list templates to automatically add customers, suppliers, employees, account types, or journal entries to your QuickBooks company.

Clear Sheet lets you clear the data and formatting from a spreadsheet and return to the original template.

Update Fields makes visible within a transaction template any new customers, suppliers, employees, accounts, or journal entries added to your QuickBooks company. 

Field items can be added in QuickBooks Online Advanced or Accountant by using a Spreadsheet Sync list template such as Class and Location or Supplier and Customers.

Field items appear in dropdown lists within a transaction template. For example, in an Invoices & Bills record, you must fill in the customer, supplier, item, and account from a dropdown list. 

Sync to QuickBooks lets you post any data added to a Spreadsheet Sync records template to your QuickBooks account.

Accessing Spreadsheet Sync

The following user types can access Spreadsheet Sync:

• Primary Admin
• Company Admin
• Standard (All access)

The following parameters apply to Accountant users:

• Team members must have been provided client access
• Only clients with Advanced SKUs can use Spreadsheet Sync
• An Accountant user is considered a Company Admin on their client's company, thus all Accountant users should be able to access Spreadsheet Sync within a client's Advanced file.

Help

Help connects you to our community of QuickBooks Online Support.