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Importing data with Spreadsheet Sync in QuickBooks

by Intuit•1• Updated 2 days ago

Learn how to use Spreadsheet Sync's templates to import your data into QuickBooks from Excel. Spreadsheet Sync provides pre-built templates for various data types, making the process quick and efficient. This means you can:

Easily import lists of customers, suppliers, and employees.
Quickly update transactions like invoices and bills.
Ensure data accuracy with built-in validation.

🛈 This article is for customers who use QuickBooks Online Advanced or QuickBooks Online Accountant.

Getting started

Spreadsheet Sync allows you to import and validate data efficiently using pre-designed templates. Whether you’re adding lists or transaction details, the tool simplifies the process while ensuring data integrity.

Types of record templates Record templates provide the structure to import data into QuickBooks Online Advanced or Accountant. They are categorised into:

You can access record templates in the toolbar by selecting Create or edit records.
Note: Columns marked with a star are required fields to import data into your QuickBooks Online Advanced account.

List template

A list template is used to add or edit a list of company data to your QuickBooks account.

Types of list templates	What do you use it for
Accounts	Add, update, or archive accounts.
Class and Location	Add, edit, or void classes or departments.
Supplier and Customers	Add, edit, or void suppliers or customers.
Employees	Add, edit, or void employees.
Stock Items	Add, edit, or delete stock or services. Note: Bundle stock items are not supported.

Transaction template

A transaction template is used to post new or edited transactions in QuickBooks.

Types of transaction templates	What do you use it for
Invoices and Bills	Add, edit, or void supplier bills, credit notes, or customer payments.
Estimates	Add, edit, or void estimates.
Purchase & Sales Receipts	Add, edit, or delete purchase and sales receipts.
Purchase Order	Add, edit, or delete purchase orders.
Time Activities	Add, edit, or void time activities.

For importing journal entries, use Journal Entries.

Note: If you need to present and analyse QuickBooks data, you can create and edit reports in Spreadsheet Sync.

Create or edit record templates

If you want to import data to your QuickBooks Online Advanced account, you can create or edit record templates using Spreadsheet Sync.

Select Create or edit records in the Spreadsheet Sync panel.
From the Select company ▼ dropdown, select the company data you want to add to or edit.
From the Select a record type ▼ dropdown, select a record template.
To download data from your QuickBooks Online Advanced company, select Edit Quickbooks records and sync back, and filter the company data you want to pull in the spreadsheet.
(Optional) To create or edit transactions along with their custom fields, select Select custom field columns you want to be added to the template.
Note: This option may not be available for all templates.
Once you have added all the information, select Get template to view the template to add/edit data.
When you've finished adding or editing data, under the Post? column in the spreadsheet, select Yes in the rows you want to post.
In the task panel, select Sync to QuickBooks, then select Sync to confirm.
Select View sync details to see the number of line items that were successfully imported and any errors.

Note: To resolve common import errors, see how to troubleshoot in Spreadsheet Sync.

Format spreadsheet templates

Here’s a guide to format spreadsheet templates in Spreadsheet Sync.

Make sure to add rows at the bottom of the template. If needed, you can also delete rows.
Only add columns to the right. Don’t delete or change the order of the columns marked with a star.
Spreadsheet Sync saves your formatting. If you want to clear or return it to the original template, select Clear Sheet.

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