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If you've been using another financial software product, and you'd
like to import information from that product into QuickBooks, you can do so
if the product allows you to export to a spreadsheet or text file.
This topic describes how to format information in a spreadsheet and save it
as an import (IIF) file that QuickBooks can read. import files^IIF, IIF file format, importing data, IIF file format, . Using an IIF file, you can
import information for your QuickBooks lists, budgets, and transactions. import files^IIF, IIF file format, importing data, IIF file format, . When
formatting the IIF files, you may want to refer to the Reference
Guide to Import Files.
IIF import resources
There are additional resources available online to help you create and use IIF files:
IIF Import Kit
When you
download the import kit, you get an import manual, IIF header help, and sample IIF files.
QuickBooks Community Forum
List of FAQs about common issues users face using IIF files. import files^IIF, IIF file format, importing data, IIF file format, .
Search the forum to see if your question has been answered. import files^IIF, IIF file format, importing data, IIF file format, .
Browse through thousands of discussions between QuickBooks users who have imported IIF files.
Can't find the answer you need?
Post a question in the Import/Export Forum.
To do this task
If you already have a correctly formatted IIF file, go directly to step 10 below. import files^IIF, IIF file format, importing data, IIF file format, .
The easiest way to see and understand the format QuickBooks needs
to import data is to export some of your QuickBooks lists to IIF files and view
the resulting file in a spreadsheet. import files^IIF, IIF file format, importing data, IIF file format, . If you don't already have a QuickBooks
company, you can export lists from the sample data (sample_product-based business.qbw
or sample_service-based business.qbw).
Open the spreadsheet that contains the data.
Move the contents of all the cells in your spreadsheet one column to the
right so that the first column is blank.
Move the contents of all the cells down by one row so that the first row is
blank.
Check the structure of the spreadsheet. import files^IIF, IIF file format, importing data, IIF file format, . If it contains more than one type of
list—or a mixture of lists, budgets, and transactions—make sure
that each type of information has its own block in the spreadsheet. import files^IIF, IIF file format, importing data, IIF file format, . The blocks
should follow each other vertically. import files^IIF, IIF file format, importing data, IIF file format, . Insert a blank row of cells to separate
the blocks.
For example, if you have a list of customers and a list of vendors, all the
customer data should be in one block and all the vendor information should be
in another block.
In the first cell in the blank row above each block of information, enter
one of the keywords shown in this table. import files^IIF, IIF file format, importing data, IIF file format, . Be sure to include the exclamation
point (!).
Type this text... | If the block contains... |
|---|
!ACCNT | Details about your chart of accounts. |
!CUST | A customer address or phone list. |
!VEND | A vendor address or phone list. |
!EMP | A list of employees. |
!OTHERNAME | A list of names you'd like to add to QuickBooks Other Name list. |
!BUD | Budget details. |
!CLASS | A list of general classifications you'd like to add to QuickBooks Class
list. |
!CTYPE | A list of customer classifications you'd like to add to QuickBooks
Customer Type list. |
!INVITEM | Details about the line items you use on sales and purchase forms. |
!INVMEMO | Messages you'd like to add to QuickBooks Customer Message list. |
!PAYMETH | A list of payment methods you'd like to add to QuickBooks Payment Method
list. |
!SHIPMETH | A list of shipping methods you'd like to add to QuickBooks Ship Via
list. |
!TERMS | A list of payment terms you'd like to add to QuickBooks Terms list. |
!TIMEACT | Details about activities you timed with the QuickBooks Timer. import files^IIF, IIF file format, importing data, IIF file format, . Works with
!TIMERHDR. |
!TIMERHDR | QuickBooks Timer data. |
!TODO | A list of upcoming "to do" tasks you want QuickBooks to remind you
about. |
!TRNS | Transactions. |
!VTYPE | A list of vendor classifications you'd like to add to QuickBooks Vendor
Type list. |
For example, if the spreadsheet contains a list of customers and a list
of vendors, the structure of the spreadsheet would be as follows:
41 !CUST
42 [List of customers]
43 !VEND
44 [List of vendors]
Fill in the remaining cells of the first column with the keyword you entered
in the first row for each informational block. import files^IIF, IIF file format, importing data, IIF file format, . This time, omit the exclamation
point.
In our example, the first column would look like this:
0 !CUST
1 CUST
2 CUST
3 [etc.]
4 !VEND
5 VEND
6 VEND
7 [etc.]
Complete the first row for each list by adding the headings that QuickBooks
expects to find for that type of information. import files^IIF, IIF file format, importing data, IIF file format, . To see a list of the headings you
can use, click the type of information you are importing:
For example, the first row for a list of vendor names, addresses, and phone
numbers would look like this:
30 !VEND NAME ADDR1 ADDR2 ADDR3 ADDR4 ADDR5 PHONE1
PHONE2
Make sure that the content of the columns in each block matches the headings
you just added:
If you have a vendor's entire address in one column, you need to break
it up so that the first line of the address appears under the ADDR1 column, the
second line under the ADDR2 column, and so on.
You may have some columns that are filled with information, but you could
find no heading that matched the information. import files^IIF, IIF file format, importing data, IIF file format, . In this case, consider moving the
material in those columns to the NOTES column.
Save the spreadsheet as a text file. import files^IIF, IIF file format, importing data, IIF file format, . (The columns must be separated by tabs
or commas.) Add an .IIF extension to the filename.
Start QuickBooks. import files^IIF, IIF file format, importing data, IIF file format, . Go to the File menu, choose Utilities, choose Import,
and click IIF Files. import files^IIF, IIF file format, importing data, IIF file format, . Enter the name and path of the file you just created. import files^IIF, IIF file format, importing data, IIF file format, . Click OK.
What happens
QuickBooks adds the data to your company file, updating any lists as needed.
For example, if you have imported a list of vendors, QuickBooks adds the new
vendor names to your Vendor list.
See also