Import data Into QuickBooks Desktop & Online from Excel

In this post, you will learn how to import excel into QuickBooks. I’ve provided steps to import excel according to different versions of QuickBooks available. You can also use this guide to migrate data from other financial software to QuickBooks desktop or online. You can also use spreadsheet programs to make changes to the data before you import it into the accounting software. You’ll further learn how to import different types of data including lists and transactions. You can also import general journal entries, batch transactions and bank transactions into QuickBooks using a spreadsheet file.

In this article, we’re going to discuss:

• Steps to Import Data from Excel to QuickBooks Desktop
• Steps to Import Data from Excel to QuickBooks Online
• Lists that Can be Imported to QuickBooks from Excel
• Transactions that Can be Imported to QuickBooks from Excel

Import Excel Into QuickBooks Desktop

You can import several types of data into QuickBooks Desktop by using an excel file. And you have several types of import methods – standard and advanced – available for importing data. I’ve provided a detailed outlook on each of these methods so that you can choose the one that suits your needs.

Standard import

The standard import process requires a minimum amount of steps, but it offers the least flexibility and control. It is the recommended method when you have a well-formatted excel file that doesn’t have to edit the data before importing it. You can then copy the data into the spreadsheet that QuickBooks opens up for you.

Steps to import customers, vendors, and items into QuickBooks desktop

1. From the File menu, choose Utilities.
2. Click on Import.
3. Choose Excel Files.
4. When the Add/Edit multiple LIst Entries window appears, click on No.
5. The Import File wizard will appear. You can follow these steps to use the wizard for easily importing data:
   • Choose the type of data that you’re importing into the QuickBooks desktop.
   • Paste the data into the formatted excel spreadsheet.
   • Click on Add My Data Now.
   • Verify the data that you’ve pasted into the spreadsheet launched by QB.
   • Click on Close.

Note: You can follow the steps once again if you need to import more data related to customers, vendors or items.

A chart of accounts is a completely different type of list than customer or vendor lists, so the steps to import a chart of accounts data from Excel into QuickBooks desktop are pretty different.

Steps to import Chart of Accounts from Excel into QuickBooks

1. Click on Lists from the main menu.
2. Choose a Chart of Accounts.
3. Click on the drop-down menu titled Account.
4. Click on Import from Excel.
5. Click on Browse, then choose the Excel file that you want to import.
6. Click on Open after selecting the Excel file.
7. Map the accounts in the excel sheets to those in the QuickBooks desktop with the following steps:
   • Enter a mapping name for the account.
   • In the Import type option choose Account.
   • Match the heading in the top column of the Excel sheet to the fields in QuickBooks.
   • Click on Save once you’re done with the mapping process.
8. Click on Import.
9. Choose Yes when QuickBooks prompts you with a confirmation message.

Advanced Import 

These advanced import steps offer more flexibility at the expense of ease. You need to remember many different points when using the advanced import options in the Quickbooks desktop.

You need to keep a few things in mind when you’re using the advanced import features in the QuickBooks desktop. Here’s a list of reminders:

• Inventory:
  you cannot update or alter the cost, value, or quantity of an existing inventory item by using the import feature.
• Backup:
  create a backup of your company file before you import any data. If you find errors after importing the data, you’ll be able to quickly and easily restore a backup file.
• Restrictions:
  the advanced import method will not enable you to import sales tax and payment data. You’ll have to rely on IIF files to migrate such data from one Intuit-owned software to the other.

Set up QuickBooks for advanced import

1. Log into your QuickBooks company file using an admin account.
2. From the file menu, choose Single-user mode, as the features that we’re going to use aren’t available in the multi-user mode.
   Note: inform other users currently logged into QuickBooks to save their data before you switch to single-user mode.
3. Click on Edit, then Preferences.
4. Click on Items & Inventory. The option is available in the left panel.
5. In the Company Preferences tab, choose Inventory and Purchase Orders are Active, then click on Ok.
6. From the main menu, choose Lists.
7. Click on Chart of Accounts.
8. In the new window, right-click on any empty space, then choose New.
9. Choose the account type, then follow the instructions to create the account.

Now you’ve to set up the spreadsheet that contains the data that you want to import. 

Steps to use advanced import to get data into QuickBooks Desktop

1. From the File menu, choose Utilities.
2. Click on Import, then select Excel Files.
3. When the Add/Edit Multiple List Entries option shows up, choose No, and click on Advanced Import.
4. Map the data properly using the steps given below:
   • Click on Browse.
   • Choose the Excel file containing the data.
   • Mark the Checkbox against This data file has header rows. (make sure that the excel file has appropriate header rows that QuickBooks can use to import the data properly.
   • Click on ‘Add new from’ from Choose a mapping dropdown option.
5. When the mapping window appears, follow the steps given below:
   • Choose the type of data that you’re importing by clicking on the Import type dropdown option.
   • Match the column in the spreadsheet with the correct field in QuickBooks Desktop.
   • Choose Save,then Preview.
   • Click on Import after verifying your data selection.

Alter lists using Excel files

Some users rely on spreadsheets to add or edit list data in QuickBooks Desktop. For such users, relying on standard import or advanced import can prove disastrous because both these options fail to fulfill the ultimate goal for these users. The best option for such users is to rely on the Add/Edit Multiple List Entries utility already available in QuickBooks Desktop.

Steps to add or edit multiple list entries by importing excel into QuickBooks Desktop:

1. Click on Lists from the main menu.
2. Choose Add/Edit Multiple List Entries option.
3. Click on List, then choose the list type that you want to alter using the import feature.
4. Use filters to narrow down your search.
5. Edit entries that are present in the list. You can use the Copy and Paste feature to get the data into the window opened by QuickBooks.
6. Click on Save Changes.

Import Excel Into QuickBooks Online

QuickBooks online has a fairly easy process to import both spreadsheets and CSV files. In this section, you’ll learn how to get transactions and lists from excel into QuickBooks online. As QuickBooks online has many features to aid online banking, migrating your transactions to this software can help you in the long term.

Note: QuickBooks online can automatically download transactions for a certain date range when you connect your bank account with QuickBooks online.

Import products and services from Excel into QuickBooks Online

In this section, you’ll learn how to import an excel sheet containing products and services data into QuickBooks Online. Before you start though, you should format the spreadsheet properly in order to facilitate the mapping process later on.

Steps to import products and services from excel into QuickBooks online:

1. Sign into your Intuit account.
2. Click on Settings from the dashboard.
3. Click on Import Data.
4. Choose Products and Services.
5. Click on Browse, then select the excel file containing the list of products and services.
6. Click on Next, then Map the information.
7. Choose the drop down menu for each field and match it to the corresponding field in QuickBooks Desktop.
8. Click on Next, then remove all the cells highlighted with red color, which means that the field is invalid.
9. Choose the option Overwrite all values for each product or service if you want to replace the items that are already in QuickBooks online.
10. Click on Import after you’ve verified your selections.

Import chart of accounts from Excel to QuickBooks online

In this section, you’ll learn how to import your chart of accounts from excel to QuickBooks online so that you won’t have to get started from scratch. The chart of accounts lists all the accounts present in your company file.

Steps to import chart of accounts from excel to QuickBooks online:

1. Sign into your Quickbooks online account.
2. Click on Settings from the Dashboard.
3. Click on Import data, then choose the Chart of Accounts.
4. Click on browse, then choose the Excel file containing the chart of accounts data.
5. Click on Open, then Next. Wait for the excel file to be uploaded to QuickBooks online.
6. Then choose the dropdown option in the Your Field column, and choose the corresponding field in QuickBooks online.
7. Click on No Match if the column in Excel has no corresponding field in QUickBooks online.
8. Click on Next after mapping all the data properly.

This can be done really fast if I keep up the good work, then I’ll have time to do things that I really want to do at the office, which includes doing things that I really like to do.

List Import into QuickBooks from Excel

If you have data in Excel that you want to import into QuickBooks, there are a few different ways to do it. You can use the QuickBooks import feature, which is available in the QuickBooks Import dialog box. Alternatively, you can use the mentioned below methods as we have covered the importing methods for various lists such as; Chart of Accounts, Vendors, Employee List, Employee Payroll, Payroll Wage Item, Sales Rep, Price Level, Sales Tax Code, Sales Tax Group, Customer List, Item or Group Item, Inventory Assembly, Fixed Asset Item, Payment Item.

1. Import Chart of Accounts into QuickBooks from Excel

1. Click on Lists from the main menu.
2. Choose a Chart of Accounts.
3. Click on the drop down menu titled Account.
4. Click on Import from Excel.
5. Click on Browse, then choose the Excel file that you want to import.
6. Click on Open after selecting the Excel file.
7. Map the accounts in the excel sheets to those in the QuickBooks desktop with the following steps:
   1. Enter a mapping name for the account.
   2. In the Import type option choose Account.
   3. Match the heading in the top column of the Excel sheet to the fields in QuickBooks.
   4. Click on Save once you’re done with the mapping process.
8. Click on Import.
9. Choose Yes when QuickBooks prompts you with a confirmation message.

2. Import vendors into QuickBooks from Excel

1. From the File menu, choose Utilities.
2. Click on Import.
3. Choose Excel Files.
4. When the Add/Edit multiple LIst Entries window appears, click on No.
5. The Import File wizard will appear. You can follow these steps to use the wizard for easily importing data:
   1. Choose Vendors as the type of data to import into QuickBooks.
   2. Paste the data into the formatted excel spreadsheet.
   3. Click on Add My Data Now.
   4. Verify the data that you’ve pasted into the spreadsheet launched by QB.
   5. Click on Close.

3. Import Employee List into QuickBooks from Excel

Once you get your employee list into QuickBooks Desktop from Excel, you can use the data with timesheet features and with other features such as direct deposit. Firstly, you should save the data file from excel in the IIF format, which can then be imported into QuickBooks.

Steps to import employee list from excel into QuickBooks:

1. Format the employee data as per the QuickBooks format. One correct format is Customer Job – Service Item – Payroll Item – WC Code – Notes – Class – Total.
2. Save your Excel file into the IIF Format using Microsoft Excel.
3. Go to File from the main menu.
4. Choose Utilities, then Import.
5. Select IIF Files depending on the format that you have the data in.
6. Choose Import IIF.
7. Click on Open, then QuickBooks will show the confirmation that “Your data has been imported”.
8. Go to Reports, then Jobs, Time and Mileage.
9. Click on Time by Job Summary.
10. Click on any list item to see more information.

4. Import Employee Payroll into QuickBooks from Excel

As of now, you cannot import employee payroll details directly from Excel into QuickBooks desktop. You can only import customer, vendor, item or account lists into QuickBooks. However, there is a simple workaround that requires you to enter the data as manual journal entries.

Steps to import employee payroll into QuickBooks from Excel:

1. Click on Company from the main menu.
2. Choose Make General Journal Entries.
3. Enter the details for the payroll and input the correct amounts in the debit and credit fields.
4. Click on Save, then Save & Close.

You can also convert your Excel file to an IIF file, then import it into QuickBooks. For this, you can use the following steps:

1. From the File menu, choose Switch to Single-user Mode.
2. Click on File again, then Utilities.
3. Click on Import, then choose IIF Files from the available options.
4. Click on Import IIF, then choose the File and hit Ok.
5. Click on Done once QuickBooks has imported the employee payroll data.

You can create a payroll summary report to verify that all your data was imported into QuickBooks.

5. Import Payroll Wage Item into QuickBooks from Excel

1. Click on Lists from the main menu.
2. Choose Add/Edit Multiple List Entries options.
3. Click on List, then choose the list type that you want to alter using the import feature.
4. Use filters to narrow down your search.
5. Edit entries that are present in the list. You can use the Copy and Paste feature to get the data into the window opened by QuickBooks.
6. Click on Save Changes.

6. Import Sales Rep into QuickBooks from Excel

To import sales reps into QuickBooks from Excel, you’ve to first convert your excel file into an IIF File. You can then import the Sales Rep data into QuickBooks.

Steps to import sales rep from Excel into QuickBooks:

1. Using Microsoft Excel, launch the Excel file with the Sales rep data.
2. Format the Sales rep data as per the format required by QuickBooks Desktop.
3. From the File menu, click on Save As.
4. Save the Excel file with Sales Rep data without an extension. Later, rename it and add .iif at the end of the file name. 
5. Click on Yes to confirm that you want to change the extension of the file.
6. Launch QuickBooks Desktop.
7. From the File menu, choose Switch to Single-user Mode.
8. Click on File again, then Utilities.
9. Click on Import, then choose IIF Files from the available options.
10. Click on Import IIF, then choose the File with the Sales rep data and hit Ok.
11. Click on Done once QuickBooks has imported the sales rep data.

7. Import Price level into QuickBooks from Excel

To import price levels from Excel into QuickBooks, you’ve to first convert your excel file into an IIF File. You can then import the price level data into QuickBooks.

Steps to import price level from Excel into QuickBooks:

1. Using Microsoft Excel, launch the Excel file with the Price Level data.
2. Format the Price Level data as per the format required by QuickBooks Desktop.
3. From the File menu, click on Save As.
4. Save the Excel file with Price Level data without an extension. Later, rename it and add .iif at the end of the file name. 
5. Click on Yes to confirm that you want to change the extension of the file.
6. Launch QuickBooks Desktop.
7. From the File menu, choose Switch to Single-user Mode.
8. Click on File again, then Utilities.
9. Click on Import, then choose IIF Files from the available options.
10. Click on Import IIF, then choose the File with the Price Level data and hit Ok.
11. Click on Done once QuickBooks has imported the Price Level data.

8. Import Sales Tax code into QuickBooks from Excel

You cannot import Sales tax code from Excel into QuickBooks. However, you can use an IIF file to import sales tax code data into QuickBooks Desktop or online. So you can convert the excel file to IIF file and then complete the import process.

Steps to import sales tax code from excel into QuickBooks:

1. Launch the Excel file with the Sales Tax code data using Microsoft Excel.
2. Format the data as per the format required by QuickBooks Desktop.
3. From the File menu, click on Save As.
4. Save the file as a normal text file, then rename it and add .iif at the end of the file name. 
5. Click on Yes to confirm that you want to change the extension of the file.
6. Launch QuickBooks Desktop.
7. From the File menu, choose Switch to Single-user Mode.
8. Click on File again, then Utilities.
9. Click on Import, then choose IIF Files from the available options.
10. Click on Import IIF, then choose the File with the Sales tax codes and hit Ok.
11. Click on Done once QuickBooks has imported the sales tax code data.

9. Import Sales Tax Group into QuickBooks from Excel

While users don’t have the option to import sales tax group from excel into QuickBooks directly, they can convert the excel into IIF file, and then import the IIF file into QuickBooks Desktop.

Steps to import sales tax code from excel into QuickBooks:

1. Launch the Excel file with the Sales Tax Group data using Microsoft Excel.
2. Format the data as per the format required by QuickBooks Desktop.
3. From the File menu, click on Save As.
4. Save the file as a normal text file, then rename it and add .iif at the end of the file name.
5. Click on Yes to confirm that you want to change the extension of the file.
6. Launch QuickBooks Desktop.
7. From the File menu, choose Switch to Single-user Mode.
8. Click on File again, then Utilities.
9. Click on Import, then choose IIF Files from the available options.
10. Click on Import IIF, then choose the File with the Sales tax Group data and hit Ok.
11. Click on Done once QuickBooks has imported the sales tax group data.

10. Import Customer into QuickBooks from Excel

1. From the File menu, choose Utilities.
2. Click on Import.
3. Choose Excel Files.
4. When the Add/Edit multiple LIst Entries window appears, click on No.
5. The Import File wizard will appear. You can follow these steps to use the wizard for easily importing data:
   • Choose Customers as the type of data to import into QuickBooks.
   • Paste the data into the formatted excel spreadsheet.
   • Click on Add My Data Now.
   • Verify the data that you’ve pasted into the spreadsheet launched by QB.
   • Click on Close.

11. Import Item or group items into QuickBooks from Excel

1. Click on Lists from the main menu.
2. Choose Add/Edit Multiple List Entries option.
3. Click on List, then choose the list type that you want to alter using the import feature.
4. Use filters to narrow down your search.
5. Edit entries that are present in the list. You can use the Copy and Paste feature to get the data into the window opened by QuickBooks.
6. Click on Save Changes.

12. Import Inventory Assembly into QuickBooks from Excel

You cannot import inventory assemblies directly into QuickBooks from Excel. However, you can import inventory parts, and then create inventory assemblies in QuickBooks.

Steps to import inventory assembly from Excel to QuickBooks

1. Click on Lists from the main menu.
2. Choose Add/Edit Multiple List Entries options.
3. Click on List, then choose the list type that you want to alter using the import feature.
4. Use filters to narrow down your search.
5. Edit entries that are present in the list. You can use the Copy and Paste feature to get the data into the window opened by QuickBooks.
6. Click on Save Changes.
7. From the Inventory menu, choose Build Assemblies.
8. Click on the Assembly drop-down list, then choose the product that you want to build.
9. Change information as per preferences, then choose Quantity to Build and select the quantity of the product that you want to build.
10. Choose Automatically Build required subassemblies.
11. Choose the Memo option to add more information.
12. Click on Save and Close.

13. Import Fixed Asset Item into QuickBooks from Excel

You cannot import fixed asset items into QuickBooks from Excel directly. You can rely on add-ons to accomplish this task, because, as of now, QuickBooks desktop and online lack the capability to import fixed asset data directly from Excel.

To know more about migrating fixed asset items, get in touch with our data migration experts.

14. Import Payment Item/Method into QuickBooks from Excel

1. Click on Lists from the main menu.
2. Choose Add/Edit Multiple List Entries options.
3. Click on List, then choose Payment Item as the type that you want to alter using the import feature.
4. Use filters to narrow down your search.
5. Edit entries that are present in the list. You can use the Copy and Paste feature to get the data into the window opened by QuickBooks.
6. Click on Save Changes when you’re ready to import the payment items into QuickBooks.

Transaction Import into QuickBooks from Excel

You can use excel files and web connect files to import transaction details into the QuickBooks desktop. Both options are convenient and can help you to get your data into QuickBooks Desktop. Alternatively, you can use the mentioned below methods as we have covered the importing methods for various Transaction types such as; Transactions, Bank Statements, Credit Card Statements, Checks, Credit Card Charge, Journal Entries, Time Tracking, Inventory Adjustment, Purchase Order, Item Receipt, Bills, Estimates, Sales Orders, Invoices, Sales Receipts, Deposit & Statement Charges, Credit Memo.

1. Import transactions from Excel into QuickBooks using the free tool

1. Download the QuickBooks Import Excel and CSV tool from Intuit’s website.
2. Launch the setup, then click on Browse to choose a location where the setup will extract the files for the tool.
3. Click on Ok.
4. Click on Unzip after choosing a location for extraction of files for the toolkit.
5. Click on Close after the setup has extracted all the files in the desired location.
6. Launch the QuickBooks Import Excel and CSV tool.
7. Click on Browse, then choose the excel file that contains the transaction data.
8. Follow the on-screen instructions to import the transaction data from the Excel file into QuickBooks Desktop.

You can also use CSV files – which are accessible through Microsoft Excel and any other spreadsheet program – to import transaction data into QuickBooks Desktop.

Excel files aren’t ideal for importing transaction data. If you’ve access to your bank account, then you can export the transaction data using the web connect format. Most banks support this format to make it easy for their users to import data into QuickBooks accounting software.

2. Import Bank Statements into QuickBooks from Excel

Steps to import transactions from Excel into QuickBooks using the free tool:

1. Download the QuickBooks Import Excel and CSV  tool from Intuit’s website.
2. Launch the setup, then click on Browse to choose a location where the setup will extract the files for the tool.
3. Click on Ok.
4. Click on Unzip after choosing a location for extraction of files for the toolkit.
5. Click on Close after the setup has extracted all the files in the desired location.
6. Launch the QuickBooks Import Excel and CSV tool.
7. Click on Browse, then choose the excel file that contains the transaction data.
8. Follow the on-screen instructions to import the transaction data from the Excel file into QuickBooks Desktop.

3. Import Credit Card Statements into QuickBooks from Excel

Cerdic card statements can be imported directly into QuickBook when you connect your credit card to QuickBooks Desktop or online. However, if you want to manually import such transactions, it is better to rely on web connect rather than excel files, which can make importing transactions into QuickBooks quite a complicated process.

Steps to import credit card statements from QBO files into QuickBooks:

1. Sign into your bank account.
2. Download the transactions in web connect (.QBO) format.
3. Launch QuickBooks and sign into the company file with an admin account.
4. From the File menu, choose Utilities, then Import.
5. Click on Web Connect Files.
6. Choose the .QBO file that you downloaded from your bank account, then choose Open.
7. Choose the bank account from which you downloaded the transactions, and hit Continue.
8. When QuickBooks shows the confirmation message, click on Ok.
9. Go to the Bank Feeds Center to verify the success of the process.

Steps to import credit card statements from Excel into QuickBooks:

1. Format the Excel file containing the credit card transaction data.
2. Save the file without an extension.
3. Rename the file and add IIF to change the extension of the file.
4. Launch QuickBooks Desktop.
5. From the File menu, choose Utilities.
6. Choose Import, then select IIF Files.
7. Browse and select the file containing the credit card statements.
8. Click on Open and wait for QuickBooks to show the confirmation message that the data has been successfully imported.

4. Import Check into QuickBooks from Excel

1. Launch QuickBooks Desktop Accountant.
2. Click on Accountant.
3. Choose Batch Enter Transactions.
4. From the Transaction Type drop-down option, click on Checks.
5. Choose the bank account or credit card corresponding to the check.
6. Format the spreadsheet containing check information as per the format presented in Quickbooks, or select Customize and rearrange the columns to match the format in QuickBooks.
7. Paste the transactions from Excel into QuickBooks Desktop.
8. Click on Save Transaction, then Yes, and Ok.

You’ve successfully imported checks from Excel into QuickBooks Desktop. You can also import the data using web connect format if you’ve already submitted the check.

5. Import Credit Card Charge into QuickBooks from Excel

As with other bank transactions, you need to rely on web connect files to import your credit card charge to QuickBooks. QuickBooks lacks the capability to import credit card changes from Excel, at least for now. And many banks support the web connect format.

Steps to import credit card charges from Excel to QuickBooks

1. Instead of relying on an excel file, log into your bank account and download the transaction data as a .QBO file.
2. Launch QuickBooks desktop and log into the company file using an admin account.
3. Click on utilities, and choose Import.
4. Click on Web Connect Files.
5. Choose the .QBO file. Then click on Open.
6. Choose the Bank Account, then click on continue.
7. Click Ok when the confirmation message appears.
8. Click on the Bank Feeds Center.

6. Import journal entries into quickbooks desktop from excel

Even if you have your journal entries in an Excel spreadsheet, you cannot import it directly into QuickBooks without proper formatting. After formatting, you then have to save the excel file as an IIF file, which QuickBooks desktop can work with easily.

Steps to import journal entries from Excel into QuickBooks:

1. Use the proper format for your Journal Entries data stored in Excel.
2. From the File menu, click on Save as.
3. Save the File without an extension.
4. Right-click on the saved file and change the extension to .IIF. Click on Yes to confirm the change of file type.
5. Launch QuickBooks and log into the company file as an admin.
6. From the File menu, click on import.
7. Choose IIF File that you created from the Excel file containing the journal entries data.
8. Click on Open and choose Ok when Quickbooks gives a confirmation message.

If you cannot format the data on your own or encounter problems during the migration process, then get in touch with our data migration experts.

7. Import Time Tracking into QuickBooks from Excel

Steps to import employee payroll into QuickBooks from Excel:

1. Click on Company from the main menu.
2. Choose Make General Journal Entries.
3. Enter the details for the payroll and input correct amounts in the debit and credit fields.
4. Click on Save, then Save & Close.

You can also convert your Excel file to an IIF file, then import it into QuickBooks. 

For this, you can use the following steps:

1. From the File menu, choose Switch to Single-user Mode.
2. Click on File again, then Utilities.
3. Click on Import, then choose IIF Files from the available options.
4. Click on Import IIF, then choose the File and hit Ok.
5. Click on Done once QuickBooks has imported the employee payroll data.

8. Import Inventory Adjustment into QuickBooks from Excel

Inventory adjustments enable you to change the quantity of an item that you have in stock. QuickBooks does not enable you to directly adjust inventory by importing data, so you’ve to do it manually. However, you can add inventory items using the import function.

If you need help importing inventory adjustments into QuickBooks from Excel, then get in touch with our data migration experts.

9. Import Purchase Order into QuickBooks from Excel

Instead of importing purchase orders from excel, you can import all the items and then create purchase orders in QuickBooks. As of now, there’s no direct way of importing purchase orders into QuickBooks from Excel.

Steps to import purchase orders from Excel into QuickBooks:

1. Click on Lists from the main menu.
2. Choose Add/Edit Multiple List Entries option.
3. Click on List, then choose Inventory items as the type that you want to alter using the import feature.
4. Use filters to narrow down your search.
5. Edit entries that are present in the list. You can use the Copy and Paste feature to get the data into the window opened by QuickBooks.
6. Click on Save Changes when you’re ready to import the payment items into QuickBooks.
7. Turn on purchase orders in Quickbooks Desktop:
   • Go to Edit, then Preferences.
   • Click on Items & Inventory.
   • Choose the Company Preference tab.
   • Mark the option for “Inventory and purchase orders are active”. Click on Ok.
8. From the Vendors menu, choose to Create Purchase Orders.
9. Choose the vendor from the Vendor drop-down list.
10. Input the other information required and choose the items, then click on Save & Close.

10. Import Item Receipt into QuickBooks from Excel

You can import item receipts in QuickBooks. Let’s get started with the process.

Steps to import item receipts from Excel into QuickBooks:

1. Click on the top Gear icon.
2. Choose Import data from the Tools section.
3. Click on Sales receipts.
4. Choose Browse and select the CSV or Excel file that contains the item receipt data.
5. Click on Next.
6. Map the column headings to corresponding fields in QuickBooks.
7. Choose Not applicable for any field that has no match in QuickBooks.
8. Choose between Exclusive of tax and Inclusive of tax.
9. Choose Next and select Start import.
10. Click on All done, then Ok.

11. Import Bills into QuickBooks from Excel

Like invoices, bills can be imported using the Enterprise and Accountant editions of QuickBooks. Users who use QuickBooks Pro or Premier can get in touch with our data migration experts to import bills into QuickBooks from Excel.

You can also use these steps to import

• Import Vendor Credit into QuickBooks from Excel
• Import Bill Payments into QuickBooks from Excel

Steps to import bills into QuickBooks from Excel:

1. Click on the Company menu.
2. Choose Batch Enter Transactions.
   Note: this feature offers you the ability to paste the data into QuickBooks after which the software imports the data. You can only import at most 1,000 rows of data at once.
3. Click on Invoices & Credit Memos.
4. Ensure that your bills are saved as single-line items in the spreadsheet. Single line items mean that there’s only one item per invoice.
5. Copy the data from Excel.
6. Paste the bill data into the Batch Enter Transactions window.
7. Click on Save Transactions.

12. Import Estimates into QuickBooks from Excel

Estimates can be used to create sales orders on the QuickBooks desktop. Generally, they contain the items, which you can import using an Excel file. Once you’ve imported the file, you can easily and quickly create estimates.

Steps to import estimates from excel into QuickBooks:

1. Enable the Estimates feature in QuickBooks Desktop:
   • Log into your company file as an admin.
   • Click on Edit, then Preferences.
   • Choose Jobs Estimates, then Company Preferences.
   • Choose Yes for the option “Do you create estimates?”
   • Click on Ok.
2. Click on Lists from the main menu.
3. Choose Add/Edit Multiple List Entries option.
4. Click on List, then choose Inventory items as the type that you want to alter using the import feature.
5. Use filters to narrow down your search.
6. Edit entries that are present in the list. You can use the Copy and Paste feature to get the data into the window opened by QuickBooks.
7. Click on Save Changes when you’re ready to import the inventory items into QuickBooks.
8. From the Customers menu, choose Estimates/Create Estimates.
9. Fill the relevant details for the estimate.
10. To apply the discount, follow these steps:
    1. From the Lists menu, choose Item List.
    2. Right click, then choose New.
    3. Choose Discount from the Type drop-down menu, in the New Item window.
    4. Choose the Item Name/Number. Input a description if you want to.
    5. Input the discount percentage in the Amount or %.
    6. Select the Tax Code, then click on Ok.
    7. Click on Save & Close.

13. Import Sales Order into QuickBooks from Excel

Instead of importing sales orders from excel, you can import all the items and then create sales orders in QuickBooks Desktop. As of now, there’s no direct way of importing sales orders into QuickBooks from Excel.

Steps to import sales orders from Excel into QuickBooks:

1. Click on Lists from the main menu.
2. Choose Add/Edit Multiple List Entries option.
3. Click on List, then choose Inventory items as the type that you want to alter using the import feature.
4. Use filters to narrow down your search.
5. Edit entries that are present in the list. You can use the Copy and Paste feature to get the data into the window opened by QuickBooks.
6. Click on Save Changes when you’re ready to import the payment items into QuickBooks.
7. Turn on sales order in Quickbooks Desktop:
   • Go to Edit, then Preferences.
   • Click on Sales & Customers.
   • Choose the Company Preference tab.
   • Mark the option for “Enable Sales Order”. Click on Ok.
8. From the Customers menu, choose Sales Orders/Create Sales Orders.
9. Choose the customer from the Customer:Job drop-down list.
10. To apply discount, follow these steps:
    1. From the Lists menu, choose Item List.
    2. Right click, then choose New.
    3. Choose Discount from the Type drop-down menu, in the New Item window.
    4. Choose the Item Name/Number. Input a description if you want to.
    5. Input the discount percentage in the Amount or %.
    6. Select the Tax Code, then click on Ok.
    7. Click on Save & Close.

14. Import Invoices into QuickBooks from Excel

Let me show you how to import invoices from excel or any other spreadsheet format into QuickBooks. The steps to import invoices depend on various scenarios. QuickBooks Enterprise or Accountant users can use the inbuilt feature to import invoices into QuickBooks. 

Steps to import invoices from excel into QuickBooks:

1. Click on the Company menu.
2. Choose Batch Enter Transactions.
   Note: the batch enter transactions feature enables you to directly paste the transactions into QuickBooks. The format for the transaction depends on the type of transaction that you selected.
3. Click on Invoices & Credit Memos.
4. Ensure that your invoices are saved as single-line items in the spreadsheet. Single line items mean that there’s only one item per invoice.
5. Copy the data from Excel.
6. Paste the data into the Batch Enter Transactions window.
7. Click on Save Transactions.

If you want to import multiple line item invoices or need to import invoices from a Pro or Premier version of QuickBooks, then get in touch with our data migration experts.

15. Import Sales Receipts into QuickBooks from Excel

You can sales receipts in QuickBooks. Let’s get started with the process.

Steps to import item receipts from Excel into QuickBooks:

1. Click on the top Gear icon.
2. Choose Import data from the Tools section.
3. Click on Sales receipts.
4. Choose Browse and select the CSV or Excel file that contains the item receipt data.
5. Click on Next.
6. Map the column headings to corresponding fields in QuickBooks.
7. Choose Not applicable for any field that has no match in QuickBooks.
8. Choose between Exclusive of tax and Inclusive of tax.
9. Choose Next and select Start import.
10. Click on All done, then Ok.

16. Import Deposits and Statement Charges into QuickBooks from Excel

Like bank transactions, statement charges and deposits can be imported into QuickBooks using the web connect file. You can export the data in web connect format, as you exported it in Excel format. Then you can easily complete the import process.

Steps to import deposits and statement charges into QuickBooks:

1. Log into the bank account from which you exported the Excel file.
2. Download the statement charges in web connect format.
3. From the File menu in QuickBooks, go to Utilities.
4. Click on Import, then Web Connect Files.
5. Choose the Web Connect file, then choose Open.
6. After selecting your bank account, click on Continue.
7. Click on Ok once you’ve gone through the preferences.
8. To check the imported data, you can go to the Bank Feeds Center.

17. Import Credit Memo into QuickBooks from Excel

Credit memos keep track of the amount that you owe to your customer. This data is extremely essential to make sure that you refund any money owed to your customers. You can also apply credit memos to invoices in order to refund the money by offering the customer a discount.

Steps to import credit memo from Excel into QuickBooks:

1. From the Gear icon, click on Import Data.
2. Click on Import Credit Notes.
3. Click on Browse and select the CSV or Excel file that contains the credit memo data.
4. Choose Next, and then match the fields. 
5. Click on Start Import after going through the preferences.
6. Click on All Done, then Ok.

Conclusion

I hope you found this post helpful in importing your data from excel into QuickBooks. While you may have to go through a number of steps, if you follow them systematically, you’ll be able to successfully migrate your data using Excel.

FAQ

which 4 list types can be directly imported into quickbooks online from excel?

You can import the following information to QuickBooks Online directly from excel:

1. Customers
2. Vendors
3. Chart of Accounts
4. Invoices
5. Bank Data

How to import excel into quickbooks?

1. Ensure that your Excel data is properly formatted to import into QuickBooks. 
2. Save your Excel file as a comma-separated value (.CSV) file. 
3. In QuickBooks, go to File > Utilities > Import > Excel Files to open the Import Data utility.
4. Click on the “Browse” button and navigate to the location where you saved your .CSV file. Select the file and click “Open.”
5. In the “Add Your Excel Data to QuickBooks” window, select the type of data you want to import (such as customers, vendors, or items). Map the fields in your Excel file to the corresponding fields in QuickBooks by clicking on the dropdown menus next to each field.
6. Click on the “Preview” button to view a preview of your data in QuickBooks. Verify that the information is correct.
7. Once you have reviewed your data, click on the “Import” button to import your data into QuickBooks.

How to import an excel file into quickbooks?

To import an excel file into quickbooks, one needs to;

1. Open QuickBooks and go to the “File” menu.
2. Select “Utilities” and then click on “Import” > “Excel Files.”
3. Choose the type of data you want to import and click “Next.”
4. Select the Excel file you want to import and click “Open.”
5. Map the data fields by matching the columns in your Excel file with the corresponding fields in QuickBooks.
6. Review the import settings and make any necessary adjustments.
7. Click “Import” to begin the data import process.
8. Review the imported data to ensure that it is accurate and complete.