How to Import People into a QuickBooks Online List

By Elaine Marmel

Importing list information from QuickBooks desktop into a free trial of QuickBooks Online (QBO) can help you become accustomed to QBO while using list information you already recognize. And, importing that information into QBO can help you avoid retyping all the information for each list entry. You can import list information from a QuickBooks desktop company by using an Excel file or a CSV file.

To successfully import information into QBO from a CSV file or an Excel workbook, the information must conform to a specific format. And, luckily, QBO gives you the option to download a sample file in Excel format so that you can view the required format for importing list information; you can use this sample as a guideline for setting up the data in your own file.

To download and view the sample file for vendors, follow these steps:

1Click Vendors in the Navigation bar to display the Vendors page.

You use the same process to import customers or vendors from a QuickBooks desktop product.

2Click the down arrow beside the New Vendor button in the upper right corner of the screen. Click Import Vendors.

QBO displays the Import Vendors page.

3Click the Download a sample file link.

Once you click the link, QBO downloads the sample file and displays a button in the Windows taskbar for it.

4Click the sample file’s button in the Windows taskbar.

The sample file opens in Excel.

5Examine the file’s content by scrolling to the right to see the information stored in each column.

Create your own file, modeling it on the sample file.

You’ll find that importing your data works best if you can match the headings in your data file to the ones found in the sample data file.

Your data file cannot contain more than 1,000 rows or exceed 2MB in size. Don’t forget to save your data file as either an Excel 97-2003 workbook or as a CSV (comma-delimited) file.

6Make sure your data file is not open.

Display the Import Vendors page as shown.

7Click the Choose File button.

Navigate to the folder where you saved the file containing your list information.

8Select the file and choose Open.

QBO updates the Import Vendors page with the name of the file you selected.

9Click Continue.

QBO uploads your file and displays the screen shown.

10Make sure that the fields in your data file correctly match fields in QBO.

As needed, open the list box beside each QBO field name and match it to the labels in your data file.

11Click Continue.

QBO displays the records it has identified.

12Review the records QBO proposes to import to make sure the information is correct.

You can make changes to the information in any field by clicking that field and typing. You also can uncheck any row to avoid importing the information in that row to QBO.

13When you are satisfied that the information is correct, click the Import X Records button (where X is the number of records you are about to import).

QBO displays a dialog box showing the number of records you will import and asks if you want to import the records.

14Click OK.

QBO imports the information and displays a summary of the import process that identifies the number of contacts that were imported. The page also contains a See All My Vendors link that you can click; clicking the link has the same effect as clicking the Vendors link in the Navigation bar, which displays the list of your vendors.