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Import data using Spreadsheet Sync

by Intuit• Updated 4 days 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 or Accountant file.

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.
Stock ItemsAdd, edit, or delete stock or services.
Note: Bundle stock 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, credit notes, or customer payments.
QuotesAdd, edit, or void quotes.
Purchase & Sales ReceiptAdd, 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.

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

  1. Select Create or edit records in the Spreadsheet Sync panel.
  2. In the Select company â–Ľ dropdown, select the company data you want to add or edit.
  3. In the Select a record type â–Ľ dropdown, select a record template.
  4. To download data from your QuickBooks company, select Edit QuickBooks records and sync back and filter the 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 next to the transactions that you want to import.
  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.

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.
  • Spreadsheet Sync saves your formatting. If you want to clear or return it to the original template, select Clear Sheet, then select Proceed.