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Importing clients and contacts into QuickBooks Practice Manager

by Intuit•1• Updated 2 months ago

Learn how to import client and contact data into QuickBooks Practice Manager. For best results, import your client list first, followed by your contact list.

The process for importing clients and contacts is nearly identical. This guide will focus on the client import process and note any differences for contacts where applicable.

Step 1: Prepare your import files

Before importing, organise your data in a spreadsheet program (like Microsoft Excel) that can save files in CSV format.

Separate Files: Create two separate spreadsheet files: one for clients and one for contacts.

File Size: Your import file must have fewer than 200 rows. If your data exceeds this limit, split it into multiple files for separate uploads.

Column Headers: Ensure each column header in your spreadsheet exactly matches a field name in Practice Manager.

Custom Fields: If you use custom fields, add each one as a column in your spreadsheet. You must create these custom fields in Practice Manager before you begin the import process.

Contact Association: In your contacts file, the value in the 'Company Name' column must exactly match the corresponding 'Client Name' in Practice Manager to ensure correct linking.

Unique Emails: Check that no email address in your import file belongs to an existing Practice Manager user.


Step 2: Format your data correctly

To prevent errors, follow these formatting guidelines in your spreadsheet:

Client Name: This column is mandatory and must be filled in for every row.

Single-Line Values: Do not use multiple lines within a single cell.

Client Type: Values in the 'Client Type' column must match the client types already configured in your Practice Manager settings.

Date Format: Use the YYYY-MM-DD format (e.g., 2025-07-03).

Avoid Duplicates: Check your file for any duplicate client names, contact names, or email addresses.

Prevent Overwriting Data: To keep an existing value in Practice Manager, either remove that column from your import file or ensure the cell contains the current value.

Blank Fields Overwrite Data: Leaving a cell blank in your import file will erase any existing data in the corresponding field in Practice Manager.


Step 3: Save your file as CSV

Once your file is prepared and formatted, save it as a CSV.

  1. Select File, and Save As.
  2. Choose CSV UTF-8 (Comma-delimited) (.csv) from the file format options.
  3. Select Save.

Step 4: Import your file into Practice Manager

Follow these steps to upload your CSV file.

  1. Navigate to Clients.
  2. Select the three-dot icon and choose Import data from a CSV file.
  3. Select Import clients.
  4. Select Upload data from file and select your saved CSV file.
  5. Confirm that the first row of your file contains the column headers.
  6. Map your data: Match each column from your CSV file to the corresponding field in Practice Manager.
  7. Select Review once all columns are mapped.
  8. On the review screen, check your mapped fields for accuracy before submitting the import.

Troubleshooting common import errors

If you encounter errors during the import, use these solutions to resolve them.

Incorrect Email Mapping: Ensure the email column is mapped to the Email field, not Primary Contact > Email.

Duplicate Mapping Alerts: Yellow alerts may indicate that you have mapped the same spreadsheet column to multiple Practice Manager fields. Review these mappings carefully.

Duplicate Name Errors: If the system flags duplicate client names, you can manually edit them directly on the error screen.

Isolate Errors: Select the Only show rows with problems option to filter the view and focus only on the entries that need to be fixed.

Final Review: Use the review screen to make final adjustments before you complete the import.


What's next?

Tip: Save the QuickBooks Practice Manager resource page to your bookmarks for easy access to helpful articles and step-by-step instructions.

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