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Intuit

Import data into QuickBooks for Mac

Learn how to import customers, vendors, employees, and items into QuickBooks for Mac.

If you have spreadsheets on info of your customers, vendors, employees, and items, you can import them into QuickBooks so you don’t need to enter them again. Here’s how.

Import your contacts

If you have contact info of your customers, vendors, employees from an outside source like Gmail or LinkedIn, you can import them into QuickBooks. You need a spreadsheet of the contacts.

Note: If you use Contacts, you can sync your contacts with QuickBooks so updates are available in QuickBooks, Contacts, and other devices you sync with Contacts.
  1. Go to File and select Import, then Contacts. Or go to the Customer, Vendor, or Employee list and select the + menu, then select Import.
  2. Open your spreadsheet.
  3. Copy the First Name column in your spreadsheet.
  4. Select the first field in the QuickBooks First Name column, then paste the text you copied in step 3.
  5. Repeat step 4 for every column in your spreadsheet.
  6. Be sure that the Import box is checked for all the contacts you want to import.
  7. Edit or add any info you didn't have in your original spreadsheet.
  8. In the Role column, check if each contact is labeled correctly (customer, vendor, or employee).
  9. Select Import.
  10. Select OK when the status window says Import Complete.
If you opened the Add Contacts window and you can’t select a cell in the Role column, select cnt…, then Add Line.

If the error message “I have errors in some of my items?” appears in the Import status window, here’s how to fix it:

  1. Select OK to close the Import status window.
  2. On the spreadsheet, find the items that have red Xes on the far left side. A message pops up to the right of the item's row describing what went wrong.
  3. Fix the items, then select Import again.
  4. After the import, select OK.

Import your items

If you have info on your inventory, service, or non-inventory part items, you can import them into QuickBooks.

Step 1: Prep your data

To make the import process easier for you, prep your spreadsheet and company file first.

  1. Go to File and Select Import, then Items.
  2. Select the item type that you'll copy to QuickBooks.
  3. Open your item spreadsheet. Compare the columns with columns in the QuickBooks spreadsheet
  4. Make changes to your spreadsheet if needed.
  5. In QuickBooks, set up Income Accounts. If you'll be tracking inventory in QuickBooks, set up COGS Accounts and Asset Accounts too.

Step 2: Import your items into QuickBooks

  1. Go to File and Select Import, then Items.
  2. Select the item type that you'll copy to QuickBooks.
  3. On your item spreadsheet. Press Cmd + C on your keyboard to copy the Item Name/Number column .
  4. In QuickBooks, double-click the first cell of the Item Name/Number column. A white field appears.
  5. Press Cmd + V to paste the column.
  6. Repeat steps 4-6 for all the columns in the QuickBooks spreadsheet.
  7. Add an Income account to every item in the QuickBooks window. For inventory items, add a COGS and Asset Account.
  8. Make sure that the Import box is selected for every item row.
  9. Select Import, then select OK when the import is successful.

To see the items you just imported, go to Lists, then select Items.

If there’s a message in the Import status window that says “You have errors in some of your items”, here’s how to fix them:

  1. Select OK to close the Import status window.
  2. On the spreadsheet, look for the items that have red Xes.
  3. Select the item with the red X. A message that describes what went wrong appears .
  4. Fix the items and select Import again.
  5. Select OK when QuickBooks finishes importing your items.

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