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Import data from other software into QuickBooks Online

by Intuit• Updated 3 months ago

You can import your current information (like suppliers, customers, products and services, and chart of accounts), as well as your beginning balance, invoices, and bills from other software into QuickBooks using Excel CSV files.

Before you start

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

Chart of Accounts
Customers and Suppliers
Products and Services
Invoices and Bills

How to import your data into QuickBooks Online

Sign in to QuickBooks Online.
Go to Settings ⚙ and select Import data.
Select the data you wish to import.

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Note: Once you have selected a data type, select Download a sample file . This will help you in formatting your data correctly.

Import your Chart of Accounts

You can import the account name, account type, detail type, and account number into QuickBooks Online using an Excel CSV file. See how to import your chart of accounts into QuickBooks Online for details.

To download your account transactions, you can connect your bank or credit card accounts. If your bank can’t connect to QuickBooks Online you can import your bank transactions using Excel CSV formatting.

How to enter Outstanding Balances?

In QuickBooks Online, your accounts need to match the real-life bank and credit card accounts you're tracking.

When you create a new account in QuickBooks Online, you pick a day to start tracking transactions. You enter the balance of your real-life bank account for whatever day you choose. This starting point is the opening balance. We recommend setting the opening balance at the beginning of a bank statement. This makes your first reconciliation much easier.

Here's How to enter opening balances for accounts.

You can also add an Opening Balance for Customer and Supplier records so that you start off right with the correct opening balances for amounts owed. Here's How to enter opening balances for customers and suppliers.

Import your Customers and Suppliers

To save on manual data entry, you can import an existing list of customers and suppliers into QuickBooks Online.

Make sure when you import your Customers and Suppliers into QuickBooks Online, you familiarise yourself with what contact fields can be imported from Excel.

Import your Products and Services

You can import products and services into QuickBooks Online using Excel CSV files. However, if you use sub-categories or sub-items, you'll need to format your Excel file in a specific way. Learn more about how to import your products and services.

Import your Invoices and Bills

QuickBooks Online lets you import multiple open invoices or bills at one time using Excel CSV files.

Note: We recommend importing no more than 100 transactions at one time.

What to do if you receive an error while importing your data

If you get an error message when you put your data into QuickBooks Online, here are a few things to check before trying again.

Make sure your data is mapped correctly using the correct formatting.
Tip: Use the sample files to help format your data.
Check you are using acceptable characters within your data.
Check the list item has not already been entered into QuickBooks Online as it is not possible to import duplicate data.

Import your data using a 3rd party App

Visit the QuickBooks Online App Store to discover all Intuit-approved Apps available to help import your data for you. There might be a charge to use an app from someone else to move your information. However, many apps let you try them for free.

Note: If you have any questions relating to a 3rd party App, the relevant contact details and support can be found via the QuickBooks Online App Store.