Important notes about importing lists:

  • The file size limit is 2MB or 1000 rows maximum in both Excel and Outlook.  If you need to import files larger than that, you need to split it up and do multiple imports.
  • Subaccounts can't be imported.  Change subaccounts to be parent accounts before you import, then change them back after the import. 
  • If the file imported incorrectly and it needs to be re-imported, it won't be overwritten, but it will be added to your customer/vendor/supplier list again.  Delete the customers/vendors/suppliers before re-importing, or edit each one individually.
  • The import only supports ONE email address--you can add others later.
  • US, UK and Canada customers: If you need to import data from Quickbooks Pro or Premier, see Import into QuickBooks Online from QuickBooks Desktop for Windows
  • If you'd like to import your Products and Services list, see Importing products and services
  • For a bank import (WebConnect), see How to upload bank transactions? How do I get more than 90 days of bank transactions using Web Connect?
  • To import a Chart of Accounts, see Importing a chart of accounts
  • Mac lists may be exported to *.iif files, then converted to Excel if your versions support these features.

When importing contacts from Excel (including Excel files that were exported from Outlook and other tools), make sure that:

  • Your column headers are in the first row.
  • Your spreadsheet is on Sheet1.
  • Your spreadsheet doesn't contain any formulas, charts or blank rows.
  • Your spreadsheet doesn't contain any errors (like #REF!, #NAME?, #N/A or #VALUE!).
  • Names don't contain colons (:) or quotation marks (").

 


Importing Contacts From Excel
Importing Contacts From Outlook
Importing Contacts From Gmail
 

Importing Contacts from Excel


Here's how to import your customer and vendor/supplier contact information from Excel into QuickBooks Online.  If you'd like, you can download our sample file to copy your information into:

https://www.quickbase.com/up/bfwy8i23w/g/rcz/eg/va/QuickBooks_Online_Sample_File.xls

  • Make sure your columns on row 1 of the Excel spreadsheet have these headers.  Also ensure that there are no blank cells or other headers at the top of the spreadsheet :
      • A: Name
      • B: Company
      • C: Email
      • D: Phone
      • E: Mobile
      • F: Fax
      • G: Website
      • H: Street
      • I: City
      • J: State
      • K: ZIP (for US) or Postal Code (for other countries)
      • L: Country
      • M: Opening Balance
      • N: Date
      • O: Resale Number
  • Now fill in your spreadsheet with the contact's information. You can leave any information that you do not have blank. Note that the import maps to the Billing address in QBO.
  • Save the Excel spreadsheet as an .xls or an .xlsx file and take note of its location.
  • When you're done, sign in to your QuickBooks Online company and complete the import:
  1. Choose Gear Icon > Import Data.
  2. Choose whether to import customers or vendors/suppliers.
  3. Read the Checklist before import.
  4. Click Choose File.
  5. Find and select the Excel file, click Open, then Continue.
  6. If you're missing any critical data, you'll see a warning icon; if your data is ok, you'll see a check mark. Click Continue.
  7. If needed, adjust your data and then click Import [number] Records.

 


 

Importing Contacts from Outlook


To import contact information from Outlook, you'll first need to create an export file:

  1. If using Outlook 2010 or newer:
    1. On the upper left, click the Office button
    2. Click Saving.
    3. Click Export.  This will open the Import Export Wizard.
  2. If using Outlook 2007 or older:
    1. Under the File menu in Outlook, select the option for Import and Export. This will open the Import Export Wizard.
  3. Select export to a File and choose the type Comma Separated Values.
  4. Select the folder you keep your customer contact in, and follow the on-screen instructions to save as an export file. Make sure to take note of where the file is saved.

If you'd like, you can download our sample file to copy your information into:

https://www.quickbase.com/up/bfwy8i23w/g/rcz/eg/va/QuickBooks_Online_Sample_File.xls

  • Make sure your columns on row 1 of the Excel spreadsheet have these headers:
      • A: Full Name
      • B: Company
      • C: Email
      • D: Phone
      • E: Mobile
      • F: Fax
      • G: Website
      • H: Street
      • I: City
      • J: State
      • K: ZIP (for US) or Postal Code (for other countries)
      • L: Country
      • M: Opening Balance
      • N: Date
      • O: Resale Number
  • Now fill in your spreadsheet with the contact's information. Note that the import maps to the Billing address in QBO.
  • Save the Excel spreadsheet as an .xls or an .xlsx file and take note of its location.
  • When you're done, sign in to your QuickBooks Online company and complete the import:
  1. Select the Gear Icon > Import Data.
  2. Choose whether to import customers or vendors/suppliers.
  3. Click Choose File.
  4. Find and select the Excel file, click Open, then Continue.
  5. If you're missing any critical data, you'll see a warning icon; if your data is ok, you'll see a check mark. Click Continue.
  6. If needed, adjust your data and then click Import [number] Records.

 



Importing Contacts from Gmail

Contacts from Gmail can be imported only as customers, not as vendors/suppliers.

To link Gmail contacts 

  • From the Plus Sign Icon go to Invoice
  • Click on the Customer drop down and select Add New
  • At the bottom is Connect your Gmail account.
  • Click Accept. This allows your Contacts to sync to QuickBooks Online but it does not permanently add them to the list. To do that you need to export the list.
  • You can disconnect your Gmail contact by clicking the Customer drop down, then clicking the Gmail Contacts section and clicking the paperclip button:

Disconnect Gmail

If you ever actually added a contact from Gmail into QuickBooks Online, those customers will remain. Any that you didn't actually add will be removed from QuickBooks Online and will no longer be visible. You can reconnect to Gmail at any time.

Or, go the old-fashioned way:

To import customer contacts from Gmail:

  1. Sign in to Gmail.
  2. Click Gmail at the top-left corner of your Gmail page, then choose Contacts.
  3. From the More actions drop-down menu, select Export.
  4. Choose whether to export all contacts or only one group.
  5. Select the Outlook CSV format.
  6. Click Export.
  7. Choose Save to Disk then click OK.
  8. Select a location to save your file, and click OK.

If you'd like, you can download our sample file to copy your information into:

https://www.quickbase.com/up/bfwy8i23w/g/rcz/eg/va/QuickBooks_Online_Sample_File.xls

  • Make sure your columns on row 1 of the Excel spreadsheet have these headers:
      • A: Full Name
      • B: Company
      • C: Email
      • D: Phone
      • E: Mobile
      • F: Fax
      • G: Website
      • H: Street
      • I: City
      • J: State
      • K: ZIP (for US) or Postal Code (for other countries)
      • L: Country
      • M: Opening Balance
      • N: Date
      • O: Resale Number
  • Now fill in your spreadsheet with the contact's information. Note that the import maps to the Billing address in QBO.
  • Save the Excel spreadsheet as an .xls or an .xlsx file and take note of its location.
  • When you're done, sign in to your QuickBooks Online company and complete the import:
    1. Select the Gear Icon > Import Data.
    2. Choose whether to import customers or vendors/suppliers.
    3. Click Choose File.
    4. Find and select the Excel file, click Open, then Continue.
    5. If you're missing any critical data, you'll see a warning icon; if your data is ok, you'll see a check mark. Click Continue.
    6. If needed, adjust your data and then click Import [number] Records.
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