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How to Import Items, Products, and Services into QuickBooks Online

· 8 min read
Debits

Introduction​

Keeping an up-to-date list of products and services in QuickBooks Online is essential for managing your business efficiently. Whether you're migrating from another system or simply want to update your current inventory, QuickBooks Online allows you to import items, products, and services from a CSV or Excel file. This feature simplifies the data entry process and helps you manage your inventory, billing, and sales more effectively.

In this guide, we’ll walk you through the step-by-step process of importing items, products, and services into QuickBooks Online. You’ll also learn how to format your data correctly and troubleshoot common issues that may arise during the import process.

Why Import Products and Services into QuickBooks Online?​

  1. Efficient Data Entry: Instead of manually entering products and services one by one, you can import them in bulk, saving time and reducing the risk of errors.
  2. Easier Migration: If you're switching from another accounting software or spreadsheet, importing data directly into QuickBooks Online makes the transition seamless.
  3. Accurate Inventory Management: By maintaining a complete and accurate product list, you can track sales, purchases, and stock levels effectively.
  4. Customizable Pricing: QuickBooks allows you to manage and adjust pricing for imported items, helping you maintain up-to-date product information.
  5. Simplified Invoicing and Sales: Importing items and services allows you to quickly generate invoices, sales receipts, and purchase orders with accurate product information.

Step 1: Prepare the CSV or Excel File for Import​

Before you can import items, products, and services into QuickBooks Online, you need to ensure that your data is correctly formatted in a CSV or Excel file. This is essential to avoid import errors and ensure that all necessary details are captured accurately.

1.1: Download the Sample File (Optional)​

QuickBooks Online provides a sample CSV file template to help you format your data correctly.

  1. Go to the Gear Icon > Import Data: In QuickBooks Online, click on the Gear Icon in the upper right corner, then select Import Data under the Tools section.
  2. Choose Products and Services: From the Import Data options, select Products and Services.
  3. Download Sample File: On the import page, click Download a sample file to get a template that shows how to structure your data for import.

1.2: Format Your CSV or Excel File​

If you are not using the sample file, make sure your CSV or Excel file contains the following columns and is correctly formatted:

  • Name: The name of the product or service.
  • SKU (optional): A unique identifier for inventory items (SKU or Stock Keeping Unit).
  • Sales Description: A description of the product or service that will appear on invoices.
  • Sales Price/Rate: The price at which the product or service is sold to customers.
  • Income Account: The account that will record the income generated from selling the product or service.
  • Purchase Description: A description of the product or service that will appear on purchase orders.
  • Cost: The cost to purchase the product or service.
  • Expense Account: The account used to track expenses for purchased items or services.
  • Quantity on Hand (for inventory items): The quantity of the product that you currently have in stock.
  • Reorder Point (optional): The stock level at which you need to reorder the product.

Ensure that the data in each column is correctly filled out, especially the Name, Sales Price/Rate, and Income Account fields, as these are required.

1.3: Save Your File​

Once your data is formatted correctly, save the file as a CSV (.csv) or Excel (.xlsx) file.

Step 2: Import Items, Products, and Services into QuickBooks Online​

After preparing your file, you can now begin the import process into QuickBooks Online.

2.1: Start the Import Process​

  1. Go to the Gear Icon > Import Data: Click the Gear Icon, then select Import Data under the Tools section.
  2. Select Products and Services: From the list of available import options, click on Products and Services.

2.2: Upload Your CSV or Excel File​

  1. Upload the File: Click Browse to locate the CSV or Excel file on your computer, then click Open.
  2. Map Your Data: QuickBooks will display the columns from your file and prompt you to map them to the corresponding QuickBooks fields. For example, map Name to Product/Service Name, Sales Price/Rate to Sales Price, and so on.
  3. Review the Mapping: Ensure that all fields are mapped correctly. If QuickBooks is unable to match a column, manually select the appropriate field from the dropdown list.

2.3: Review Your Import Data​

  1. Review the Data: QuickBooks will display a preview of the data to be imported. Review the list to ensure that all the product or service details are correct.
  2. Fix Errors (If Any): If there are any errors or missing data, QuickBooks will highlight the problematic rows. Correct the issues in the preview or return to your file to fix them before re-uploading.

2.4: Complete the Import​

  1. Click Import: Once you are satisfied with the mapping and data, click Import to start the import process.
  2. Wait for the Confirmation: QuickBooks will notify you when the import is complete. If there are any errors during the import, QuickBooks will provide a report highlighting the issues.

Step 3: Review and Organize Imported Products and Services​

Once the import is complete, it’s important to review your products and services in QuickBooks Online to ensure that all data has been imported correctly and categorized properly.

3.1: Go to Products and Services List​

  1. Navigate to Sales > Products and Services: In the left-hand navigation menu, click Sales, then select Products and Services.
  2. Review the List: You’ll see a list of all the products and services that have been imported. Review each entry to make sure the data is accurate, including the name, price, income account, and inventory levels (if applicable).

3.2: Edit or Update Items​

If you need to make any changes to the imported items, you can edit them directly in QuickBooks:

  1. Click Edit Next to the Product or Service: In the Products and Services list, find the item you want to update and click Edit on the right-hand side.
  2. Update the Details: Modify any information, such as pricing, description, or income account, as needed.
  3. Save Changes: Once you’ve made the updates, click Save and Close to apply the changes.

3.3: Organize Items into Categories (Optional)​

If you have a large number of products and services, organizing them into categories can make it easier to manage.

  1. Create Categories: Go to Sales > Products and Services and click on More > Manage Categories.
  2. Add New Categories: Click New Category, enter the category name (e.g., Office Supplies, Software, etc.), and click Save.
  3. Assign Products to Categories: You can assign products to categories by editing each product and selecting the appropriate category.

Step 4: Manage Imported Inventory Items​

If you imported inventory items, it’s important to review your inventory levels and ensure that QuickBooks is tracking your stock accurately.

4.1: Review Quantity on Hand​

  1. Go to Products and Services List: In the Sales > Products and Services section, locate your inventory items.
  2. Check the Quantity on Hand: Ensure that the Quantity on Hand field reflects the correct stock level for each item.
  3. Set Reorder Points: For inventory management, you can set a Reorder Point, which is the minimum stock level before you need to reorder. Edit the inventory item and enter the reorder point.

4.2: Adjust Inventory Levels (If Needed)​

If the quantity on hand is incorrect, you can manually adjust inventory levels.

  1. Go to + New > Inventory Qty Adjustment: In the left-hand navigation menu, click + New, then select Inventory Qty Adjustment.
  2. Select the Product: Choose the inventory item that needs adjustment.
  3. Adjust the Quantity: Enter the correct quantity and save the changes.

Troubleshooting Common Import Issues​

5.1: Incorrect Data Formatting​

  • Issue: The file you’re trying to import is rejected due to formatting issues.
  • Solution: Ensure that your CSV or Excel file matches the correct format. Review column headers, data types, and any required fields like product names and income accounts.

5.2: Mapping Errors​

  • Issue: QuickBooks is unable to match columns from your file to QuickBooks fields.
  • Solution: Double-check the mapping process to ensure that each column in your file is mapped to the correct QuickBooks field. Manually select the field if QuickBooks cannot auto-detect it.

5.3: Duplicate Products or Services​

  • Issue: Duplicate items are created after importing.
  • Solution: Before importing, ensure that you have removed any duplicate items from your CSV or Excel file. If duplicates are created, delete or merge them manually in QuickBooks.

Conclusion​

Importing items, products, and services into QuickBooks Online is a powerful feature that saves time and helps keep your inventory and service lists organized. By following the steps outlined in this guide, you can ensure that your data is correctly formatted and imported seamlessly into QuickBooks Online.

For businesses managing large inventories or offering multiple services, importing data in bulk is a crucial step to maintaining accurate records, managing stock levels, and streamlining the invoicing process. Explore additional QuickBooks resources and tutorials for more tips on optimizing your accounting workflow.