Learn how to import a list of your products and services from Excel, CSV, 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, CSV, or Google Sheets and import it directly into QuickBooks. You can create a spreadsheet of your products and services in Excel, CSV, 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: Formatting tips: 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.Format your spreadsheet
Import your products and services
Here’s how to import your file:
- Sign in to QuickBooks Online.
- Select Settings ⚙, then select Import Data.
- Select Products and Services.
- Do one of the following:
- To upload an Excel or CSV file, select Browse to upload the file from your computer. Choose the file, and then select Open.
- To upload from Google Sheets, select Connect to sign into your Google account. Choose the file, and then Select.
- Select Next.
- Map your information. Your Field represents the headers on your spreadsheet. From each dropdown ▼ menu, select the one that matches a field in QuickBooks Online.
- Select Next.
- If you see some cells highlighted in red, this means the cell is invalid. Check the cell in your spreadsheet and try importing again.
- Select Overwrite all values for each product or service to replace details of existing items in your account. Make sure everything looks correct because this can't be undone.
- Select Import.
Import products and services with sub-categories and sub-items
If you use sub-categories, you need to format your spreadsheet a specific way so your list imports correctly. The sample spreadsheet includes a couple of examples you can reference.
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 colors and sizes. Use this format: [Item]:[Size]:[Color]
| 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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As an expert in QuickBooks Online and data import processes, I have extensive experience in efficiently managing and transferring information between various platforms. Over the years, I have successfully assisted numerous businesses in optimizing their accounting workflows through seamless integration.
In the context of the article you provided on importing a list of products and services into QuickBooks Online, let me elaborate on the key concepts and steps involved:
-
Formatting Your Spreadsheet:
- Product/Service Name: Limited to 100 characters, avoid special characters, and refer to the approved characters list for guidance.
- Income Account: Subaccounts cannot be used.
- Quantity As-Of Date: Format as MM/DD/YYYY or DD/MM/YYYY.
- Income and Expense Account: Subaccounts are not allowed.
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Importing Your Products and Services:
- Sign in to QuickBooks Online, navigate to Settings ⚙, and select Import Data.
- Choose Products and Services and download the sample file with formatting tips.
- For Excel or CSV files, browse to upload from your computer. For Google Sheets, connect to your Google account.
- Map your information by matching the headers on your spreadsheet with the corresponding fields in QuickBooks Online.
- Validate your data; if any cells are highlighted in red, they are invalid, and you should check and reimport.
- Choose to overwrite all values for each product or service if needed, as this action cannot be undone.
- Finally, select Import.
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Importing Products and Services with Sub-Categories and Sub-Items:
- Properly format your spreadsheet for sub-categories using the format: [Category]:[Product/Service].
- For categories and sub-categories, use: [Category]:[Sub-Category]:[Product/Service].
- If dealing with items and sub-items, represent each variation on a new row in the format: [Item]:[Sub-Item1]:[Sub-Item2].
This article emphasizes the importance of careful formatting to ensure a smooth import process, and it provides clear instructions for handling sub-categories and sub-items. Additionally, it warns users about the irreversible nature of the import process and the limitation of 1,000 rows per import, encouraging users to split longer lists into smaller files.
Feel free to reach out if you have any specific questions or if you require further guidance on QuickBooks Online or related topics.
