Here's how to import your products and services from an Excel file.

  1. Choose Gear Icon > Import Data. 
  2. Click Products and Services List.
  3. Click Download a sample file to get the import template. Save it to your desktop. Fill this template out with your existing product information.Once done, proceed to the next steps.
  4. Click Choose File to find your file, then click Open.
  5. Click Continue.
  6. The QuickBooks Online fields and your fields will be shown. Click the drop-down lists to change how your information is mapped. You can also check the box under I sell this or I buy this, but be aware that inventory won't be imported.
  7. If you're missing critical data, we'll alert you with a warning icon.
  8. Click Continue.
  9. Adjust your data if necessary.
  10. When you're ready, click Import [number] Records.
  11. If we perceive an error, such as a duplicate item already in QuickBooks Online, or an invalid field, we'll give you an opportunity to correct the data and re-import the modified records; you can also choose to ignore the records.

Additional information:

  • You'll have to select a parent income and expense account for each line item (sub-accounts can't be used).  Make sure you select the proper accounts here or it will affect your reporting,
  • Importing a Products and Services list is normally additive.  In other words, it ammends the existing list by adding the new items, not erasing the ones that are already there. So if you've already got a list with Boots, Sales and Service on it, and you import a list from Excel with Shoes, the new Products and Services list will have all four items: Boots, Sales, Service and Shoes.
  • If you'd like to replace your existing list with your excel import - check the box that says "Overwrite existing records in QuickBooks Online with the same Product/Service name.   

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  • You can't undo this import.

  • The import allows Categories to get imported along with the product. All products must be in the format Category Name:Product Name. When the import is complete, the categories will become broad sections under which individual products will be listed.
  • If you're planning to import an inventory tracking enabled list, please visit Company Settings >> Sales >> Products and Services and verify that
    Track inventory quantity on hand is enabled.
  • Make sure that Quantity as-of Date is filled out to prevent it from defaulting to the date of import.

 If you're seeing the product/service reports populate but the lists are empty, download the QuickBooks Online sample file and don't change the headers at all.

The headers are as follows:

  • Product/Service Name
  • Sales Description
  • SKU
  • Type
  • Sales Price / Rate
  • Tax on Sales
  • Price / Rate Includes Tax
  • Income Account
  • Purchase Description
  • Purchase Cost
  • Tax on Purchases
  • Purchase Cost Includes Tax
  • Expense Account
  • Quantity on Hand
  • Inventory Asset Account
  • Quantity as-of Date