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Import products and services into QuickBooks Online

SOLVEDby QuickBooksQuickBooks Online6Updated 1 month ago

Learn how to import a list of your products and services from Excel or Google Sheets to QuickBooks Online.

Importing a spreadsheet of your products and services into QuickBooks can save you time. We’ll show you how to format your spreadsheet in Excel or Google Sheets and import it directly into QuickBooks.

Format your spreadsheet

You can create a spreadsheet of your products and services in Excel or Google Sheets. Our sample file shows you how to format your spreadsheet so it imports correctly. Here's how to download the sample file and formatting tips:

  1. Sign in to QuickBooks Online.
  2. Select Settings ⚙. Then select Import Data.
  3. Select Download a sample file and open the file.

Formatting tips:

  • Product/Service Name: 100 character limit. Avoid special characters. See the approved characters list for more info.
  • Income Account: You can't use sub-accounts.
  • Quantity as-of Date: Format like this: MM/DD/YYYY or DD/MM/YYYY
  • Income and Expense account: You can't use sub-accounts.

Import your products and services

Now that you’ve made a spreadsheet with your products and services in Excel or Google Sheets, you’re ready to import them to QuickBooks. Keep in mind that once you import a list, it can't be undone. And you can only import 1,000 rows at a time. If your list is longer than that, split it up into multiple, smaller files.

Here’s how to import your file:

  1. Sign in to QuickBooks Online.
  2. Select Settings ⚙. Then select Import Data.
  3. Select Products and Services.
  4. Select Browse to upload the file from your computer. Choose the file, and then 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. Map your information. Your Field represents the headers on your spreadsheet. From each drop-down ▼ menu, select the one that matches a field in QuickBooks Online.
  8. Select Next.
  9. If you see some cells highlighted in red, this means the cell is invalid. Check the cell in your spreadsheet and try importing again.
  10. Select Overwrite all values for each product or service with the same name. Make sure everything looks correct because this can't be undone.
  11. Select Import.

Import products and services with sub-categories and sub-items

If you use sub-categories or sub-items, you need to format your Excel file a specific way so your list imports correctly.

Categories and sub-categories

In the products/services field on your file, use the following formats:

For categories only: [Name of category]:[Name of product/service]

Product/Service name
Large: T-shirt
Medium: T-shirt
Small: T-shirt

For categories and sub-categories: [Name of category]:[Name of sub-category]:[Name of product/service]

Product/Service name
Large: Red: T-shirt
Large: Yellow: T-shirt
Medium: Red: T-shirt
Medium: Yellow: T-shirt
Small: Red :T-shirt
Small: Yellow: T-shirt

Items and sub-items

Use a row for each item variation.

For example: A retail business has pieces of clothing in multiple colours and sizes. Use this format: [Item]:[Size]:[Colour]

Product/Service name
T-shirt
T-shirt: Large: Blue
T-shirt: Large: White
T-shirt: Medium
T-shirt: Small: Red
T-shirt: Small: Yellow

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