Save time and effort in transferring products and services from Excel files through the Import functionality in QuickBooks Online.

Import products and services from an Excel file

The Import functionality is mainly used for adding lists, it can only support up to a 1,000 record at a time. If you have a list that exceeds that limit, split it to multiple Excel files, then Import it one at a time.

  1. Go to the Gear icon, then under Tools, select Import Data.
  2. From the list, choose Products and Services.
  3. In the Import Products and Services page, select Browse.
  4. Find and select the Excel file, choose Open, then Next.
  5. Map your data, then Next.
    • Your Field represents the headers on your spreadsheet. Choose from the drop-down the one that corresponds for each QuickBooks Online Field.
  6. Check if there is any cell highlighted in Red. If there are, it means that the value in that cell on the Excel file is either not yet available on your company file or invalid.
    • Try to fix the cell highlighted, if the option you are looking for is not available, fix the issue directly in the Excel file. Exit from the Import Products and Services window then repeat step 1.
  7. Select Import.

Importing products and services with sub-categories and sub-items

If you are importing products and services with subcategories or sub-items from an Excel file, you need to format your file to make sure they will import correctly.

Categories and sub-categories

  • The cell for the Products/Services can act as a placeholder for the main and sub categories.
  • The format for a category is (Name of category:Name of Product/Services) if it's with a sub-category (Name of category:Name of subcategory:Name of Product/Service)

Example: If the category is Size, sub-category is Colour, and the product is Shirt, then when you enter it on the cell, it should look like:

Product/Service Name
Large:Red:T-Shirt
Large:Yellow:T-Shirt
Medium:Red:T-Shirt
Medium:Yellow:T-Shirt
Small:Red:T-Shirt
Small:Blue:T-Shirt

Items and sub-items

  • The cell for the Products/Services can act as a placeholder for the main and sub-items.
  • Instead of using just one row, you need to have a row for each element in your spreadsheet.

Example: If the sub-item is Size, sub-sub-item is Colour, and the product is T-Shirt, then when you enter it on the cell, it should look like:

Product/Service Name
T-Shirt
T-Shirt:Large
T-Shirt:Large:Red
T-Shirt
T-Shirt:Medium
T-Shirt:Medium:Red