Import products and services into QuickBooks Online

Once on Batch-import products & services:

1. Select Import from file.
2. Select Download our sample csv and open the file.

Formatting tips:

• Avoid special characters.
• Character limits:
  • Product/service name: 512
  • Category name: 100
  • Descriptions: 4000
  • SKU: 100
• Quantity as of date: Format like this: MM/DD/YYYY
• Income and Expense account: You can't use subaccounts.
• Category: [Name of category]:[Name of sub-category] up to four levels.
  • Example - Clothing:Jackets or Clothing:Shirts

Import your products and services

Now that you’ve made a spreadsheet with your products and services, you’re ready to import them to QuickBooks. Keep in mind that once you import a list, it can't be undone. And you can only import 1,000 rows at a time. If your list is longer than that, split it up into multiple, smaller files.

Here’s how to import your file:

1. Sign in to QuickBooks Online.
2. Go to Settings ⚙, then select Import data.
3. Select Products and Services.
4. Here, you can manually enter your product data, or copy and paste from your spreadsheet. To import, select Import from file. See Tips on adding products below for more details.
5. To upload an Excel or CSV file, select Browse to upload the file from your computer. Choose the file, and then select Open.
6. Select Next.
7. Map your information. Column Headers From File represents the headers on your spreadsheet. From each dropdown ▼ menu, select the one that matches a field in QuickBooks Online.
   Note: Make sure you select the correct date format.
8. Select Next.
9. If you see some cells highlighted in red, this means the values entered in the cell are not correct. Check the cell in your spreadsheet and try importing again. Read the error message and make the correction. Or, you can edit your CSV or Excel file and upload it again.
10. (Optional) Select Check this box to overwrite details of existing items with the same name and category to replace details of existing items in your account. Make sure everything looks correct because this can't be undone.
11. Select Save.

Tips on adding products

Here’s a detailed explanation of how to add products. Some fields may be required, and some fields will be greyed out for certain item types.

1. Indicate whether you Buy the item, Sell the item, or both.
2. Add the Product/service name. 
3. Add the Category. 
4. Select the Item type. This can be inventory, non-inventory, or service.
5. Enter a SKU.
6. Add a Sales description and Purchase description. 
7. Add a Sales price/rate and Purchase cost. This is how much you buy and sell the product for.
8. Indicate Sales price/rate includes tax and Purchase cost include tax if applicable.
9. Select the Tax on sales price/rate and Tax on purchase cost from the dropdown ▼.
10. Add the Income account, Expense account, Inventory asset account and make sure your transactions are properly categorised.
11. Add the Quantity on hand, Quantity as of date, and Reorder point.
12. If needed, select the row number, right-click, and follow the steps to Duplicate row, Insert row below, or Delete row.
    Note: If you are using the old batch import, select the row number and follow the steps to Duplicate row, add New row, or Delete row.

You can create a spreadsheet of your products and services in CSV. Our sample file shows you how to format your spreadsheet so it imports correctly. Here's how to download the sample file and formatting tips:

Once on Batch-import products & services:

1. Select Import CSV.
2. Select Download this sample template and open the file.

Formatting tips:

• Product/Service Name: 512 character limit. Avoid special characters. See the approved characters list for more info.
• Quantity as of Date: Format like this: MM/DD/YYYY or DD/MM/YYYY
• Income and Expense account: You can't use subaccounts.

Import your products and services

Now that you’ve made a spreadsheet with your products and services in CSV, you’re ready to import them to QuickBooks. Keep in mind that once you import a list, it can't be undone. And you can only import 1,000 rows at a time. If your list is longer than that, split it up into multiple, smaller files.

Here’s how to import your file:

1. Sign in to QuickBooks Online.
2. Go to Settings ⚙, then select Import data.
3. Select Products and Services.
4. Here, you can manually enter your product data, or copy and paste from your spreadsheet. To import, select Import CSV. See Tips on adding products for more details.
5. To upload a CSV file, select Browse to upload the file from your computer. Choose the file, and then select Open.
6. Select Next.
7. Map your information. CSV column headers represents the headers on your spreadsheet. From each dropdown ▼ menu, select the one that matches a field in QuickBooks Online.
8. Select Next.
9. If you see some cells highlighted in red, this means the values entered in the cell are not correct. Check the cell in your spreadsheet and try importing again.
10. Select Check this box to overwrite details of existing items with the same name and category to replace details of existing items in your account. Make sure everything looks correct because this can't be undone.
11. Select Save.