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Import customers or vendors from email contacts to QuickBooks Online

by Intuit Updated 1 month ago

Learn how to import your customer or vendor contact lists from Outlook, Excel, Gmail, or Google Sheets.

Do you have a customer or vendor list that you'd like to bring into QuickBooks Online? We'll show you how to export your list as a spreadsheet from Outlook, Gmail, Excel or Google Sheets. Then we'll show you how to import them directly into QuickBooks.

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.
  • Sub-accounts can't be imported. We recommend changing the sub-accounts into parent accounts before you import. Then you can change them back after the import.
  • If the file is imported incorrectly and it needs to be re-imported, your customer or vendor list won't be overwritten, which can create duplicate entries. You'll need to make the imported vendors or customers inactive before re-importing, or edit each one individually.
  • The entries in the Name field must be unique. A vendor, customer, or employee can't have the same name as another.
  • The import only supports one email address. Don't worry, you can add others in QuickBooks later.
  • When importing contacts from a spreadsheet (including files exported from Google Sheets, Excel, and as a CSV) make sure that:
    • Column headers are in the first row.
    • Contacts are on Sheet1 of the spreadsheet.
    • The spreadsheet doesn't have any formulas, charts, or blank rows.
    • The spreadsheet doesn't have any errors, such as #REF!, #NAME?, #N/A or #VALUE!.
    • Names don't contain colons (:) or quotation marks (").

Export your contacts from Outlook or Gmail

If you have a contact list in Outlook or Gmail, you can export a CSV file of your contacts and import it to QuickBooks.

  1. Select File, then Open and Export and Import/Export.
  2. In the Import and Export wizard, select Export to a file and choose Comma Separated Values for the type.
  3. 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.
  1. Sign in to Gmail.
  2. Select Google apps, then choose Contacts.
  3. Select Export.
  4. Choose whether to export all contacts or only one group.
  5. Select the Outlook CSV or Google CSV format, then Export.
  6. Select a location to save your file, then select OK.

Create an Excel or Google Sheets file for import

To import a spreadsheet into QuickBooks, you'll need to format it correctly. Learn more about contact field descriptions and restrictions. Then follow these steps to create your spreadsheet.

  1. Create a new spreadsheet in Excel or Google Sheets.
  2. Make sure you're using Sheet1 of the spreadsheet.
  3. Make sure that row 1 of your spreadsheet is filled in like the Spreadsheet Column key below (under the capital letters). For example, label column A, row 1 as Full Name. Label column B, row 1 as Company Name, etc. Also make sure there are no blank cells or other headers at the top of the spreadsheet.
  4. Fill in your spreadsheet with your contacts' information. It's ok to leave any information that you don't have as blank. Note: The import maps the contact's address to the billing address field in QuickBooks Online.
  5. If you're using Excel, save the spreadsheet as an; .XLS or an XLSX file and note where you save it. Or, if you're using Google Sheets, the spreadsheet will save automatically.

Verify the exported file

Before you import your contacts, it's important to review the information and make sure everything looks right. If the import has mistakes, it can be a lengthy process to manually correct or remove your imported contacts.

  1. Open the CSV, XLSX, or Google Sheet file you saved and check it for accuracy.
  2. Double check that your spreadsheet column titles in row 1 match the sample spreadsheet above.
  3. Check the contacts, fill in any missing information, and correct any mistakes.
  4. Make sure the file doesn't exceed the 2MB or 1000 row limit. If it does, split it into multiple import files.

Import your contacts

Now that your spreadsheet is accurate, you're ready to import your contacts to QuickBooks Online.

  1. Sign in to QuickBooks.
  2. Select Settings ⚙. Then select Import Data.
  3. Select Customers or Vendors, depending on which you are importing.
  4. Select Browse to upload the file from your computer. Choose the file, and select Open.
  5. Or, to upload from Google Sheets, select Connect to sign into your Google account. Choose the file, and then Select.
  6. Select Next.
  7. In the Your Field column, select each small arrow ▼ icon. Then, match your field to the corresponding QuickBooks Online field.
  8. Select No Match if you have a field that doesn't have a matching column in your spreadsheet.
  9. Confirm your contacts. Uncheck any that you don't want to save.
  10. If everything looks good, select Import.

Learn more about other types of imports

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