Today we will talk about how to import excel into QuickBooks. Users can import or export lots of list and transaction types into QuickBooks Desktop with the help of using different file formats. All accounting and bookkeeping processes normally include data from other systems. As QuickBooks is a huge accounting platform, there is some condition where you have to import/export data within Excel or into QuickBooks accounting software. So here we are to learn how to import excel into QuickBooks.

How to Import Excel files Into QuickBooks 

Users can import Customers, Vendors, products, and Charts of Accounts from an MS Excel file into QuickBooks. These are various options you get to import excel into QuickBooks. 

1. Standard import method

QuickBooks provides you a formatted Excel file where you can do the entry of your information. While saving and closing the file, users can review results and see their data in QuickBooks. Here is the process to import Customers, Vendors, and Products as well:

  1. From the section of the File menu, go to the Utilities and click on the Import, and then hit on the Excel Files.
  2. In case you receive the Add/Edit Multiple List Entries window, select the No option.
  3. Here you will have to follow these steps to import files.
    1. Chose the type of your data.
    2. You will get a formatted excel spreadsheet from QuickBooks. When you are done with entering your information, save and close the file. Then you will get an option to Add My Data Now.
    3. Review the results and see your Data in QuickBooks.
    4. Now hit on the Close button when you are done.

2. Advanced import method

The given below process will help you to import items into QuickBooks. So follow the steps thoroughly in case users are importing items and they do not have an Excel or CSV file.

Step 1: Turn on the checkbox for inventory preferences

  1. First of all, log in to your company file as Admin.
  2. Be sure you are using Single-user mode.
  3. Go to the QuickBooks Edit menu, click on the Preferences.
  4. Chose the option of Items & Inventory from the left pane.
  5. Then move to the Company Preferences tab.
  6. Click on the checkbox of Inventory and Purchase Orders are Active, then hit the OK button.

Step 2: Create accounts in your data file

  1. Go to the Lists menu, click on the option of Chart of Accounts.
  2. Right-click here in the section of Chart of Accounts then chose the New option.
  3. Now chose your Account Type. Do to so, you will have to create the following account types:
    • Income Account to track sales.
    • Cost Of Goods Sold (COGS) Account.
    • Inventory Asset Account.

Step 3: Enter your data for the following items:

Create your data by entering the information on the following items.

  • Item Name 
  • Item Type
  • Description of the Item
  • Income Account
  • Inventory Asset Account 
  • Name of the COGS Account 
  • On Hand Quantity 
  • Cost of Item
  • Sales Price 
  • Total Value
  • As Of Date
  • Is Passed Thru 

Step 4: Make your spreadsheet file

Now you will have to create your spreadsheet using the table and according to your need.

Step 5: Get ready to import

Remember the exact location of your Excel spreadsheet file. QuickBooks will sync with the spreadsheet while it is processing.

  1. Open your QuickBooks.
  2. Go to the company data file.
  3. Now make a backup of your QuickBooks company file without overwriting your previous backup.

Step 6: Import your spreadsheet file

  1. From the File menu section, chose Utilities then click on the option to Import then chose the Excel Files option.
  2. From the section of Add/Edit Multiple List Entries, click on the No button.
  3. Choose the Advanced Import method.
  4. Then set up your mapping.

3: Add/Edit Multiple Lists method

This is the third basic option that permits you to add or edit the number of customers, vendors, and products well. Here are the steps you can follow:

  1. Go to the Lists menu, choose the option to  Add/Edit Multiple List Entries.
  2. Open the dropdown list and select the list you have to work with.
  3. You can filter the list to view a particular result of records.
  4. Here you are able to add or edit the data by clicking on the particular fields. 
  5. Once you are done click on the Save Changes option.


In case you need help to import excel into QuickBooks or any other method of managing your data related to QuickBooks, contact our QuickBooks ProAdvisor today. Dial toll-free number +1-888-850-3930 we can help you understand the options for importing data into QuickBooks and help you get what you need.

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