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Common questions about importing data to QuickBooks Online

by Intuit•12• Updated 3 weeks ago

Here we've assembled some frequently asked questions about importing data to QuickBooks Online.

What information can I import to QuickBooks Online?

You can import the following information to QuickBooks Online:

Bank data
Customers
Suppliers
Chart of Accounts
Products and services
Invoices
Bills
Journal entries

Note: Invoices, sales receipts, bills, and product and service items can import from QuickBooks Desktop but cannot be edited in QuickBooks Ledger.

Do I need to import my data in a specific order?

Yes. To make sure your data imports correctly, import each spreadsheet in this order:

In addition, you can inport journal entires in QuickBooks Online. Review this article to learn more.

What file format can I use to import information to QuickBooks Online?

You can use a CSV (Comma Separated Values) file, Google Sheets, or an XLS/XLSX file to import information to QuickBooks Online. Here's some info about the different formats:

CSV file: A common file format used for text files that contain tabular data. In CSV files, each field of text is separated by a comma, semicolon, or other special character.
XLS/XLSX file: XLS is the file format of Microsoft Excel 1997-2003. Microsoft Excel 2007 and newer use the XLSX file format.
Google Sheets: A cloud-based spreadsheet created in Google Drive.

What if I have data from multiple sources?

You can import content from multiple sources. For example, if you have a list of contacts in Excel (XLS/XLSX), and some in Outlook (CSV), you can just follow the import process for each source.

Why is the first row of my spreadsheet not imported?

QuickBooks Online uses the first row of your spreadsheet for mapping and doesn't import its content. If you need the information from the first row of your file, add a header row to your spreadsheet, or duplicate the first line before importing the file.

Why can't I import a particular record from my contact list?

You can't import a contact that already exists in QuickBooks Online. Check your current contact list and rename the duplicate name(s) before importing your file.

My spreadsheet has more than 1,000 rows of data. How do I import it?

You can only import spreadsheets with less than 1,000 rows. We suggest splitting your spreadsheet into smaller files and importing them separately.

QuickBooks Online didn't import all my columns. Where did they go?

QuickBooks Online can only import specific fields for each type of data.

If I make changes on the review screen before importing the file, will it change the information in my spreadsheet too?

No, QuickBooks Online doesn't make any changes to your spreadsheet.

Once I import my contacts, can I undo or delete the contacts by batch?

No, currently there's no option to undo or delete the imported contacts by batch.

Some of my contacts use foreign currencies. Can I import these?

QuickBooks Online can't import currency details from a contact list.
If your version of QuickBooks Online supports multicurrency, your home currency is assigned to all customers and suppliers by default. If a change in customer or supplier currency is necessary, select the Currency column and choose the currency you want to associate with the contact on the Review screen while importing your list.

Note: To do this, you must turn on multicurrency before starting the import process.

Can I overwrite the products and services I import into QuickBooks Online?

If you have imported your products and services incorrectly, don’t worry — you can overwrite all values for each product or service that you import with the identical name. Just import the same file again and select Overwrite all values at the bottom of the page.

Note: Once you select Import, this overwrite cannot be undone.

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