Learn how to import your customer or supplier contact lists from Outlook, Gmail, Excel, or your mobile device directly into QuickBooks Online. We’ll guide you through preparing your contact list, formatting your spreadsheet correctly, and importing it into QuickBooks without creating duplicates.
Before you begin
Before you start, it’s important to understand the requirements and limitations for importing contacts. This helps prevent errors and ensures a smooth import process.
- The file size limit is 2MB or 1000 rows. Split your list into multiple files if needed.
- Sub-accounts can’t be imported. Change them into parent accounts before importing, then adjust them back afterwards if required.
- Imported contacts won’t overwrite existing entries. To avoid duplicates, delete incorrect imports before re-importing.
- Each Name field must be unique. You can’t have customers, suppliers, or employees with the same name.
- Only one email address can be imported per contact. You can add more later in QuickBooks.
- When importing a spreadsheet:
- Column headers must be in the first row.
- Contacts must be on Sheet1.
- There should be no formulas, charts, blank rows, or errors like #REF!, #NAME?, #N/A, or #VALUE!.
- Names must not contain colons (:) or quotation marks (”).
1. Export your contacts from Outlook or Gmail
If your contacts are saved in Outlook or Gmail, you need to export them to a CSV file first. Here’s how to export your contacts to prepare for import.
- Select File, then Open and Export, then Import/Export.
- In the Import and Export wizard, select Export to a file, then choose Comma Separated Values.
- Select the folder where your customer contact information is saved, and follow the prompts to save the file. Note the file location.
- Sign in to Gmail.
- Select Google apps, then choose Contacts.
- Select Export.
- Choose to export all contacts or only one group.
- Select either the Outlook CSV or Google CSV format, then select Export.
- Save the file to your computer.
2. Format your spreadsheet correctly
Once you have your contacts exported, you’ll need to format your spreadsheet properly so QuickBooks can read it. Follow these steps to prepare your spreadsheet.
Learn which contact fields are imported from Excel here.
- Create a new spreadsheet in Excel.
- Ensure you are working in Sheet1.
- Fill in the first row with the correct column headers, such as:
- Column A: Full Name
- Column B: Company Name
- (and so on, based on the Spreadsheet Column key)
- Enter your contacts’ information under the appropriate columns. It’s fine to leave any missing information blank.
- Note: The contact’s address will map to the billing address field in QuickBooks Online.
- Save your spreadsheet as an XLS or XLSX file and make note of its location.
3. Verify the exported file
Before importing, it’s important to check your file to ensure it’s accurate. Fixing mistakes after importing can be time-consuming.
- Open your saved CSV or Excel file and review the information.
- Make sure the column headers match the required format.
- Fill in any missing details and correct any errors.
- Confirm the file size is within the 2MB or 1000 row limit. If not, split it into smaller files.
Import your contacts into QuickBooks
Once your contact list is ready, you can import it into QuickBooks Online from your web browser or mobile device. Follow the steps below depending on how you are accessing QuickBooks.
What's next?
Learn more about other types of imports:
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