Important: There are three ways to add your data to QuickBooks.
With the advanced import method (described here) you can use your existing Excel or CSV file to import data into QuickBooks. You will need to modify the file before you can import it.
You can enter your data into a specially formatted spreadsheet and then add it to QuickBooks.
You can copy and paste your data from Excel directly into QuickBooks using the Add/Edit Multiple List Entries window.
We recommend that you review the steps for each method so you can choose the one that's best for you.
You can import lists of customers, vendors, accounts, or items into QuickBooks.
Data that you import can be used to add new records to your QuickBooks lists
or update existing records.
Note: QuickBooks Payroll users must enter employee information using the payroll setup interview (go to the Employees menu and click Payroll Setup). You can't import your employee data.
An import file can be any data file that you create (usually in a spreadsheet
application) and then save in Microsoft Excel (.xls or .xlsx) or comma-separated
values (.csv) format.
CSV files are simple text files containing tabular data. Each field in the
file is separated from the next by a comma. Most spreadsheets support this format,
although you can create and edit CSV files with any text editor. Files in the
CSV format end with the .csv suffix. Both QuickBooks and Microsoft
Excel can easily import and export files of this type.
About importing data from an Excel or CSV file
About exporting data to an Excel or CSV file
For each list that can be imported, there are requirements for which fields
are allowed and which fields are required. Before importing a file, be sure
to read the guidelines and requirements outlined in preparing
an import file.
Back up your QuickBooks company file.
Importing data is not reversible, so creating a backup
is a good way to make sure you have a sound copy of your data should you
wish to start over.
Display the Import a File window.
Go to the File menu, click Utilities, click Import, and then click Excel Files.
Click Advanced Import.
Set up the import by specifying
the import file and how the contents of the file should be mapped to your
Click the Preferences tab and specify how QuickBooks should
handle errors and duplicate entries.
Use the Preferences tab to tell QuickBooks how to handle duplicate entries and what to do when errors occur.
If you want to:
Decide whether to keep or discard each duplicate record
Prompt me and let me decide
Keep the data already in QuickBooks and discard any duplicate data from the import file
Keep existing data and discard import data
Replace the data in QuickBooks with the data from the import file, except for any blank fields
Replace existing data with import data, ignoring blank fields
Replace the data in QuickBooks with the data from the import file, including any blank fields.
Replace existing data with import data, including blank fields
Import Excel data rows containing errors, but leave blank any field containing an error
Import rows with errors and leave error fields blank
Import only the Excel data rows that do not contain any errors
Do not import rows with errors
Preview the data and make any necessary corrections.
If any errors occur during import, you will be prompted to save an error log.
Use the error log to correct any
Add data to QuickBooks using formatted spreadsheets
Copy and paste list data from Excel directly into QuickBooks