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Moderator

Import your customers and suppliers list to QuickBooks

If you have a list of customers and suppliers you’d like to import, you can do so by following the steps below. This saves you from manually creating your customer and supplier records one by one.

 

Before you start, make sure that your excel spreadsheets are ready and in a format that is accepted by QuickBooks. You can download a sample here.

 

Things to look out for before you start

 

  • The file size limit is 2MB. We found that customers have the best experience when importing no more than 400 rows at one time. If there are more than 400 rows, we recommend that you split them into multiple lists and import them individually using the steps below.
  • Sub-customers can't be imported. Import sub-customers as customers and change them to sub-customers after the import.
  • If the file imported incorrectly and it needs to be re-imported, it does not overwrite customer/supplier records that have been created in QuickBooks, but it will be added to your customer/supplier list again.
  • The entries in the Name field must be unique. A supplier, customer, and employee can't have the same name.
  • The import only supports ONE email address--you can add others later.
  • Make sure that your file is in the format below:
    • Your column headers are in the first row.
    • Your spreadsheet is on Sheet1.
    • Your spreadsheet doesn't contain any formulas, charts or blank rows.
    • Your spreadsheet doesn't contain any errors (like #REF!, #NAME?, #N/A or #VALUE!).
    • Names don't contain colons (Smiley Happy or quotation marks (").

When you are ready

  1. Select the Gear icon at the top.
  2. Under Tools, choose Import Data.
  3. From the list, select Customers or Suppliers, depending on which you want to import.
  4. Select the Browse button.
  5. Select your Excel file, click Open then select Next to continue.
  6. Map the headers in your Excel file to the fields in QuickBooks, then click Next. Refer to Map your fields to QuickBooks fields section below for more step by step guidance.
  7. Adjust your data if necessary then select Import.

 

Map your fields to QuickBooks fields

This step is very important to make sure that you are mapping the fields in your spreadsheet to QuickBooks fields correctly.

 

The left column depicts the field names that QuickBooks uses and the fields in the right column is from your spreadsheet. To reduce errors, we recommend that you update the field names your excel spreadsheet before you upload your file.


mapping.png

 

Check this list to make sure that the fields are mapped correctly. If you wish to change a mapping, click on the dropdown arrow and select the correct field.

6 REPLIES 6
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Level 1

Import your customers and suppliers list to QuickBooks

I am trying to suppliers from a .csv file. I only want Company field populated. the system insists I put something in Name field but it rejects everything I put in there.

Highlighted
QuickBooks Team

Import your customers and suppliers list to QuickBooks

Hi Richtun

 

You will have to enter a name and a company as they are mandatory, you do not have to import any other information. You are not able to have any duplications throughout the spreadsheet. We suggest that you create a spreadsheet with just the colum headings Name and company and only one line to test if you are able to import it.

Highlighted
Level 1

Import your customers and suppliers list to QuickBooks

I don't need or don't have a Name for most of my suppliers. 90% of my suppliers are faceless corporations. If I can add a supplier without a Name manually, why can't I import a file without a Name field?

Highlighted
QuickBooks Team

Import your customers and suppliers list to QuickBooks

Hello Richtun

 

If you are for example importing a supplier list then it does require this information as it wants to create suppliers and in QuickBooks creating suppliers means having a name.

Yes when you create a transaction you do not need to have a supplier in it to save the transaction but the import function needs that information

 

Emma

 

Highlighted
Level 1

Import your customers and suppliers list to QuickBooks

We have numerous customers which have more than one shipping address. I understand that I can add the customers with multiple addresses as sub customers but what do you recommend when the customer only has one billing address and one shipping address? Will I be able to import the shipping address at the initial import stage or will I need to manually add in the shipping addresses?

Highlighted
QuickBooks Team

Import your customers and suppliers list to QuickBooks

Hello Catherinek, 

 

Welcome to the Community page, 

 

when you import customers you can only have 1 address, if you add the customer within QuickBooks you can add two addresses.