QuickBooks HelpQuickBooksHelpIntuit

Import data using Spreadsheet Sync in QuickBooks Online Advanced

by Intuit Updated 3 months ago

Learn how to import data using Spreadsheet Sync in QuickBooks Online Advanced.

Record templates are used to import data to your account, and QuickBooks Online Advanced automatically validates it.

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

Types of record templates in Spreadsheet Sync

Record templates are used as a format to import data to QuickBooks Online Advanced. There are two types of record templates:

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

Types of list templatesWhat do you use it for
AccountsAdd, update, or archive accounts.
Classes & DepartmentsAdd, edit, or void classes or departments.
Vendors & CustomersAdd, edit, or void vendors or customers.
EmployeesAdd, edit, or void employees.
Inventory ItemsAdd, edit, or delete inventory or services.
Note: Bundle inventory items are not supported.

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

Types of transaction templatesWhat do you use it for
Invoices and BillsAdd, edit, or void vendor bills, credit memos, or customer payments.
EstimatesAdd, edit, or void estimates.
Purchase & Sales ReceiptsAdd, edit, or delete purchase and sales receipts.
Purchase OrderAdd, edit, or delete purchase orders.
Time ActivitiesAdd, edit, or void time activities.

For importing journal entries, use Journal Entries.

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

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

  1. Select Add and edit data in the Spreadsheet Sync panel.
  2. In the Select company ▼ dropdown, select the company data you want to add or edit.
  3. In the Select record type ▼ dropdown, select a record template.
  4. To download data from your QuickBooks Online Advance account, select Edit QuickBooks record and Sync back. Then, filter the company data you want to pull into the spreadsheet.
  5. (Optional) To create and edit transactions and their custom fields, select Select custom field columns. This will also allow you to add the transaction to the template.
  6. Once you’ve added all the info, select Load Template to view the template and add or edit the data.
  7. In the Post? column, select Yes in the transactions that you want to import.Select Yes to post data from Spreadsheet Sync to QuickBooks Online
  8. In the task panel, select Sync to QuickBooks. Then, 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.

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.
QuickBooks Online Advanced

Sign in now for personalized help

See articles customized for your product and join our large community of QuickBooks users.

More like this