Bulk Delete Customers in quickbook Desktop

Hello @nht11704,

Welcome to the Community. I can help you get in the right direction with deleting and importing data in QuickBooks Desktop.

Currently, the option to delete customer records in bulk is unavailable. You'll need to remove them one by one by opening each customer profile in the system.

As a workaround, I recommend making these customers inactive all at once. This method allows you to hide them, including the data from the company file.

Here's how:

1. Click Customers at the top menu bar.
2. Select Customer Center from the drop-down menu.
3. Go to the Customers and Jobs tab.
4. Filter to All Customers.
5. Hover your cursor next to a customer you want to make inactive, and then click when the cursor turns to an "X.".
6. Select the other customers that you want to make inactive and then close the Customer Center window.

To delete a customer completely, follow these steps:

1. Click Customers at the top menu bar.
2. Select Customer Center from the drop-down menu.
3. Go to the Customers and Jobs tab.
4. Filter to All Customers.
5. Click the customer name.
6. Press the Ctrl and D keys on your keyboard or click on the Edit menu and select Delete Customer.
7. Repeat steps 1 - 6 for the other customers.

Also, when importing customer data into the company file, there's a specific formatting you need to follow. You'll need to copy the data from the exported file to the formatted spreadsheet coming from QuickBooks.

Please follow these steps:

1. Click the File tab at the top menu bar.
2. Hover your cursor to Utilities, then Import and select Excel files.
3. Select Customers. 
4. The system will open the formatted spreadsheet.
5. Minimize it and open your exported file from QuickBooks.
6. Copy the data into the formatted spreadsheet. 
7. Hit Add My Data Now.

This method will help ensure you have the correct format when performing the process. After following the steps above, you should be able to upload the data successfully.

For additional reference, you can use the following article if you need edit multiple customers simultaneously in QuickBooks: Add and edit multiple customers, vendors, and items.

Drop me a comment below if you have any other questions about importing data or the required formatting. I'll be happy to help you some more.

@nht11704 

Which QB Desktop year version do you have?

When I exported the sheet from QB the header is not the same as formatted spreadsheet opens up. I am confused. 

the original spread sheet i exported, the headers are different i am confused to 

2020

Thank you for getting back to us, @nht11704.

You can simply edit the file that you’ve exported before uploading the file into the account. To check the format and guide you with importing and exporting the file, check this article: Import or export MS Excel files. This will also help you fix any errors you’ll possibly encounter.

Here’s also an article that’ll show you lists and transaction types you can export and import into QuickBooks:  Import and export data in QuickBooks Desktop.

Let me know if you need further help with managing your files. I'm always glad to help in any way I can. Have a wonderful day!

for import ONLY - QuickBooks opens a formatted excel spreadsheet. The part I am confused, the headers are different then what my exported sheet shows.... 

Hi there, @nht11704. Let me share with you some information about the headers available on your Excel Spreadsheet.

Yes, the import and export sheet may vary. The exported sheet displays the available customer fields in QuickBooks Desktop (QBDT). While the import sheet displays the available row headers on your Excel file. If you don’t have data from your file that will match the fields in QuickBooks, leave it blank.

You can learn more about mapping your data from this link: Import or export MS Excel files.

Once the information is available in QuickBooks, you're now ready to track your customer transactions. You can skim through the topics from these links as your guide:

• Topics about your company's income and customers
• Get started with customer transaction workflows in QuickBooks Desktop

In case you want to merge multiple names or lists in the future, you can also use this article as your reference: Merge list entries in QuickBooks Desktop.

Let me know if you have any other follow-up questions about your Excel file. I'm always here to help. Wishing you a good one!

1. Filter to All Customers.
2. Hover your cursor next to a customer you want to make inactive, and then click when the cursor turns to an "X.".

does this option let me enter more entries since i exceeded my 14500 limit ?

Thanks 

Thanks for going back to the thread, @nht11704.

I can provide some more insights about the Customers list entry limit.

The list limit is still applied to inactive names. You'll need to completely delete all transactions associated with the name, as well as the customer profile, so it doesn't count as one.

Once you're done clearing all the transactions, follow these steps to delete customer:

1. Choose Customer Center and Customers & Jobs.
2. Click on the customer name you want to remove. Hit Edit.
3. Select Delete Customer:Job to remove the customer from QuickBooks. Repeat this process for each customer you want to delete.

On the other hand, you have the option to upgrade to the QuickBooks Desktop Enterprise version if you don't want to delete customers.

To learn more about the list limitation, check out this guide: Maximum number of list entries (list limits and custom fields).

We're always here to help. Just leave your reply below if you have other questions about list limitations or QuickBooks. Have a great week!

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@nht11704 wrote:

2020

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@nht11704 

Why didn't you consider to run the Condense Data utility to split the files? 

i need to delete about 7K records because these are just spam, pulled from our eCommerce site. Desktop Enterprise is not an options. 

Delete Customer:Job to remove the customer one  by one is not an option either. I am sure 99% of the people buy QB do not know about 14500 record limit. how can you have a financial product not be able to updated and delete in excel 

this  option is not right for me, I need to delete about 7K customer jobs that we consider spam 

Neah the Deleter is too complicated, and costs more than just upgrade to Enterprise. As of Nov 2024, the cost of the Deleter is $190 vs upgrading to Ent $140

@elite 4 champ 

TP Deleter (bundles with Importer+Exporter) only costs $299 a one time license + you can get $100 cashback on purchases through a partner.

https://get.transactionpro.com/qbd