Common questions about importing data to QuickBooks Online

We've assembled some frequently asked questions about importing data to QuickBooks Online.

What information can I import to QuickBooks Online?

You can import the following information to QuickBooks Online:

  • Customers
  • Suppliers
  • Accounts
  • Products and Services

Do I need to import my data in a specific order?

Yes. To make sure your data imports correctly, import each spreadsheet in this order:

  1. Customer
  2. Suppliers
  3. Products and services
  4. Invoices
  5. Bills

If you need complete steps, click on the links to learn how to import your customers, suppliers, products and services, invoices, and bills.

What file format can I use to import information to QuickBooks Online?

You can use a CSV file (Comma Separated Values), Google Sheets, or an XLS/XLSX file to import information to QuickBooks Online. Here's some info about the different formats:

  • CSV file: A common file format used for text files that contain tabular data. In CSV files, each field of text is separated by a comma, semi-colon, or other special character.
  • XLS/XLSX file: XLS is the file format of Microsoft Excel 1997-2003. Microsoft Excel 2007 and newer use the XLSX file format.
  • Google Sheets: A cloud-based spreadsheet created in Google Drive.

What if I have data from multiple sources?

You can import content from multiple sources. For example, if you have a list of contacts in Excel (XLS/XLSX), some in Google Sheets, and some in Outlook (CSV), you can just follow the import process for each source.

Why is the first row of my spreadsheet not imported?

QuickBooks Online uses the first row of your spreadsheet for mapping and doesn't import its content. If you need the information from the first row of your file, add a header row to your spreadsheet, or duplicate the first line before importing the file.

Why can't I import a particular record from my contact list?

You can't import a contact that already exists in QuickBooks Online. Check your current contact list and rename the duplicate name(s) before importing your file.

My spreadsheet has more than 1,000 rows of data. How do I import it?

You can only import spreadsheets with less than 1,000 rows. We suggest splitting your spreadsheet into smaller files and importing them separately.

QuickBooks Online didn't import all my columns. Where did they go?

QuickBooks Online can only import specific fields for each type of data.

If I make changes on the review screen before importing the file, will it change the information in ...

No, QuickBooks Online doesn't make any changes to your spreadsheet.

Once I import my contacts, can I undo or delete the contacts by batch?

No, currently there's no option to undo or delete the imported contacts by batch.

Some of my contacts use foreign currencies. Can I import these?

  • If your version of QuickBooks Online supports multi-currency, your home currency is assigned to all customers and suppliers by default. If a change in customer or supplier currency is necessary, select the Currency column and choose the currency you want to associate with the contact on the Review screen while importing your list. (Note: To do this, you must turn on multi-currency before starting the import process.)