Importing your customer and supplier contacts from Outlook, Excel, or Gmail can be done easily in a few simple steps.
Things to know before you import contacts from Outlook, Excel, or Gmail
- The file size limit is 2MB or 1000 rows. If you need to import a list larger than that, you’ll need to split it up into multiple imports.
- Subaccounts can't be imported. Change subaccounts into parent accounts before you import, then change them back after the import.
- If the file imported incorrectly and it needs to be re-imported, your customer or supplier list won't be overwritten. To avoid duplicate entries, delete the imported customers or suppliers before re-importing, or edit each one individually.
- The entries in the Name field must be unique. A supplier, customer, or employee can't have the same name as one another.
- The import only supports one email address, though you can add others later.
- When importing contacts from Excel (including Excel files that were exported from Outlook and other tools), make sure that:
- Column headers are in the first row.
- Contacts are on Sheet1 of the spreadsheet.
- Spreadsheet doesn't contain any formulas, charts, or blank rows.
- Spreadsheet doesn't contain any errors, such as #REF!, #NAME?, #N/A or #VALUE!.
- Names don't contain colons (:) or quotation marks (").
How to export contacts from Outlook
- Select File, then Open and Export and Import/Export.
- In the Import and Export wizard, select Export to a file and choose Comma Separated Values for the type.
- Select the folder you keep your customer contact information in and follow the on-screen instructions to save the export file. Make note of the location where the file is saved.
How to export contacts from Gmail
There are two options for exporting contacts from Gmail.
|Note: When you connect to Gmail, all your contacts are not automatically added as either suppliers or customers. You must select which contact to add as a supplier or customer.|
Option 1: Link Gmail contacts
- Select the Create ⨁ icon.
- Under Customers, choose Invoice.
- Select the Customer ▼ drop-down menu, then Add New.
- Select Connect your Gmail account.
- Select Allow.
|Note: Disconnecting Gmail only removes your access to your Gmail contacts in QuickBooks Online (and thus the chance to add them as supplier or customer), but it does not remove contacts already added as customers or suppliers in QuickBooks Online.|
Option 2: Export Gmail contacts to a file
How to create an export file:
- Sign in to Gmail.
- Select Gmail at the top-left corner of your Gmail page, then choose Contacts.
- From the More actions ▼ drop-down menu, select Export.
- Choose whether to export all contacts or only one group.
- Select the Outlook CSV format, then Export.
- Select Save to Disk, then OK.
- Select a location to save your file then OK.
How to create an Excel file for import
If you would like to create your own spreadsheet to import, you can follow these steps:
- Create a new Excel spreadsheet.
- Make sure the columns on row 1 of your Excel spreadsheet have the same headers as under the capital letters below. Also ensure that there are no blank cells or other headers at the top of the spreadsheet. Be sure you’re using Sheet1, as well.
- Fill in your spreadsheet with the contact's information. You can leave any information that you do not have blank. Note that the import maps to the Billing address in QuickBooks Online.
- Save the Excel spreadsheet as an .xls or an .xlsx file and take note of its location.
|Full Name||Company||Phone||Mobile||Fax||Website||Street||City||State||ZIP/Postcode||Country||Opening Balance||Date||Resale Number|
How to verify the exported file
Before you import your contacts, it’s important to review the information and verify that everything looks right. If something went wrong with the export, it could be a lengthy process to manually correct or remove your imported contacts.
- Open and review the .csv file you saved earlier.
- Make sure the columns on row 1 of your Excel spreadsheet have the same headers as under the capital letters below, in the same order. Also ensure that there are no blank cells or other headers at the top of the spreadsheet. Be sure you’re using Sheet1, as well.
- Review the spreadsheet and fill in any missing information or correct any mistakes. If there is a significant problem, you may want to retry the export. Be aware that the address fields here map to the Billing address for that contact in QuickBooks Online.
- Save the Excel spreadsheet as an .xls or an .xlsx file and remember where you saved it. Make sure the file doesn’t exceed the 2MB or 1000 row limit; otherwise, you should split it into multiple import files.
|Note: To learn more about the description for each contact field and any restrictions, see Which contact fields are imported?|
How to import your contacts
Sign in to your QuickBooks Online company and complete the import.
- Under Customers, select Invoice..
- Under Tools, choose Import Data.
- From the list, select Customers (or Suppliers) depending on which you want to import.
- Select Browse.
- Find and select the Excel file, click Open, then select Next to continue.
- Map your data then select Next.
- Adjust your data if necessary then select Import.
Need more information on other kinds of imports?
If you need help with other kinds of imports, check out these articles:
- Products and Services: Import products and services
- Chart of Accounts: Import a chart of accounts
- Bank transactions: Upload more than 90 days of bank transactions
- QuickBooks Desktop Pro and Premier Company files: Import into QuickBooks Online from QuickBooks Desktop for Windows
- Recreating list from another company file: Move your lists to QuickBooks Online
Now you know how to import contacts.