Import Data to QuickBooks Online- Instructions

Import Data to QuickBooks Online: Video

            This video lesson, titled “How to Import Company Data in QuickBooks Online,” shows you how to import data to QuickBooks Online. This video lesson on importing data in QuickBooks Online is from our complete QuickBooks Online tutorial titled “Mastering QuickBooks Online Made Easy.”

Importing Data into QuickBooks Online: Instructions

            You can import data to QuickBooks Online. The type of data you want to import determines the saved file type the import process accepts. Most imports accept saved Excel worksheets or CSV files, and some also provide other options. Alternatively, you can also import all the available data from a QuickBooks Desktop file.

How to Import Data to QuickBooks Online

            To import either “Bank Data,” “Chart of Accounts,” “Customers,” “Invoices,” “Journal Entries,” “Products and Services,” or “Vendors” into QuickBooks Online, click the “Settings” button. Then click the “Import data” link to open an “Import data” page. Then select the type of data to import from the “Select record type” drop-down and click the “Import” button in the “What do you want to import?” section.

            A new page then opens and shows specific import instructions for the selected import process. For most imports, except the “Bank Data” and “Products and Services” import, you upload a file, map the fields in the uploaded file to the fields in your QuickBooks Online company file, and then import the file. For these types of imports, first click the “Browse…” button in the page to open a “File Upload” dialog box. Then use this dialog box to find and select the file to upload. After selecting it, click the “Open” button to upload the file. Back in the import screen, then click the “Next” button to continue.

            In the “Map Fields” screen that then appears, you match the data in the “QuickBooks Online fields” to “Your fields” from your file upload to map where the data goes, so your data is correctly identified. When finished, click the “Next” button to go to the “Import” screen. This screen lets you double-check the data to ensure it matches. If the data is correct, click the “Import” button to import it into QuickBooks Online.

            For the other types of data imports, simply follow the onscreen instructions. Note that the “Products and Services” import process lets you either copy existing data into columns, which you can then save, or click the “Import CSV/Excel” link to import using the older field mapping method. If you choose to copy data for products, you can also switch between an “Old layout” and “New layout” by clicking the desired button at the top of the screen.

A picture showing how to import data into QuickBooks Online using the example of importing customer data from an Excel workbook.

How to Import QuickBooks Desktop Data or Sage 50/Peachtree Data to QuickBooks Online

            Alternatively, to import an entire QuickBooks Desktop company file or a Sage 50/Peachtree company file into QuickBooks Online, click the “Import” button in either the “Import from QuickBooks Desktop” or “Import from Sage 50/Peachtree” section of the “Import data” page, respectively, to then open a page that contains a video and help on importing from the selected desktop accounting program. There are helpful links in the page for related questions.

            Then follow the instructions for your desktop accounting software conversion. If importing from QuickBooks Desktop Pro, you may need to update your version of QuickBooks Desktop to ensure you can export it to QuickBooks Online. Importantly, also note that to import QuickBooks Desktop data into QuickBooks Online, you must do it within the first 60 days after starting your company file’s QuickBooks Online subscription. After importing from either desktop accounting software, then continue to follow the instructions provided to verify your data has been correctly imported into QuickBooks Online.