Only QuickBooks Online Advanced or Accountant admins can initially access Spreadsheet Sync and grant user access. See how to change the primary admin user in QuickBooks Online for more information.

The following roles can use it:

• Primary Admin
• Company Admin
• Standard (all access)

For QuickBooks Online Accountant users:

• Must have client access.
• Can use Spreadsheet Sync only with Advanced SKU clients.
• Accountant users are considered Company Admins within a client’s Advanced account.

For Excel

1. Open QuickBooks Online Advanced.
2. Go to Settings ⚙ and select Spreadsheet Sync.
3. Follow the steps to download and install the add-in.
4. Make sure you are using Office 365 Excel.
5. If your default browser is Internet Explorer 11, upgrade to Microsoft Edge before installing.
6. When prompted, select Trust this Add-In to complete the installation.

Other ways to install in Excel:

• Go to Reports, then Create new report. Select in spreadsheet, then Next.
• From the Spreadsheet Sync tab under Reports, select Go to Spreadsheet Sync.

For Google Sheets

1. Open Google Sheets.
2. Select Extensions from the menu.
3. Select Add-ons, then Get add-ons.
4. In the search bar, type Spreadsheet Sync and select it.
5. Follow the prompts to install and complete the setup.

Sign in

1. Open Excel or Google Sheets.
2. Go to the Spreadsheet Sync tab or menu.
3. Select Get started and then select Sign in.
4. Enter your QuickBooks credentials.
5. If you have access to multiple companies, select the company you want to use.

Sign out

1. Open Excel or Google Sheets.
2. Go to the Spreadsheet Sync tab or menu.
3. Select Sign out.

1. Open Spreadsheet Sync in Excel or Google Sheets.
2. Select Run report.
3. Choose a company.
4. Choose a report type.
5. Apply filters as needed.
6. Select Run report to pull data into the spreadsheet.
7. Use spreadsheet tools to build charts and graphs.

Report categories

• Business overview: Cash flows, stock valuation, budgets, and financial overviews.
• For my accountant: Year-end preparation and tax-focused reports.
• What you owe: Payables, supplier balances, and outstanding bills.
• Who owes you: Receivables, A/R Ageing Summary, and Open Invoices.
• Sales and customers: Sales by product or service, revenue trends, and customer details.
• Bank transactions: Payments, transfers, and reconciliations.
• Employee reports: Time tracking and payroll data.

Advanced templates explained

• Management Report: Includes Trial Balance, Balance Sheet, and Profit & Loss sheets for multi-period analysis.
• Smart Profit & Loss Report: Features formatted tables and slicers for detailed financial insights.

• Use filters to refine your data, including date ranges, class, or location.
• Apply multiple date range filters for comparative periods and trend analysis.
• Add or remove rows and columns for a customised layout.
  • Note: Deleted rows cannot be recovered.

1. In Spreadsheet Sync, select Create or edit records.
2. Choose a company from the Select company ▼ dropdown.
3. Select a template from the Select a record type ▼ dropdown.

To add new data

1. Select Add new records to QuickBooks.
2. Select Get template to create a data entry sheet.

To edit existing data

1. Select Edit QuickBooks records and sync back.
2. Apply filters to download the records you want.
3. Select Get template to populate the sheet.
4. Make your changes and mark the Post? column as Yes.
5. Select Sync to QuickBooks to confirm.

Spreadsheet Sync allows you to batch update data like invoices or transactions efficiently.

1. In Spreadsheet Sync, select Create or edit records.
2. Choose a company and a record type (for example, invoices or bills).
3. Select Edit QuickBooks records and sync back to download data.
4. Select Get template to generate a sheet.
5. Add or edit information and mark rows as Yes under Post?.
6. Select Sync to QuickBooks, then confirm.
7. Use View sync details to check updates and fix errors.

You can group companies together to create consolidated reports.

1. In Spreadsheet Sync, select Group.
2. In Companies, select + Create group.
3. Enter a group name and currency.
4. Add companies to the group.
   • You can include QuickBooks Online Simple Start, Essentials, or Plus companies.
5. Select Save.
6. From the report dropdown, choose a report and apply filters.
7. Select Run report to generate the consolidated data.