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QuickBooks import guide

QuickBooks Import Guide

Use the QuickBooks source for customer, employee, invoice summary, and products/services item exports. Accounting reports are intentionally treated differently from operational imports.

Recommended order

  1. 1Customers
  2. 2Employees
  3. 3Invoices
  4. 4Products/services pricebook anytime

Import notes

These notes explain how this source is handled before you review the final mappings.

Things to know

  • General Ledger exports are not invoice imports.
  • Employee imports enforce seat limits when the invitation is accepted.
  • Invoice rows use QuickBooks invoice references for deduplication.

Imported when available

  • Multiple phone numbers
  • Extensions
  • Invoice references
  • Paid and balance amounts
  • Item codes

Not imported

  • Passwords
  • Inactive duplicate employees
  • General Ledger accounting rows

Pick the import type

Pick the matching source first, then choose the import type shown below. You can still review and adjust the column mapping before saving records. The names in the picker match the in-app import tool.

Customers

Choose Customers

Required

  • Customer name, company, or email

Recommended

  • Billing address
  • Phone
  • Mobile
  • Notes
  • Active status

Notes

  • QuickBooks XLS files are cleaned before import to avoid hidden NUL-character database errors.

Employees

Choose Employees

Required

  • Employee name
  • Email

Recommended

  • Primary phone
  • Alternate phone
  • Extension
  • Title
  • Active status

Notes

  • Employees import as pending invitations only. Passwords are never imported.

Invoices

Choose Invoices

Required

  • Customer identity
  • Invoice number, date, or total

Recommended

  • Paid amount
  • Open balance
  • Due date
  • Status
  • Memo

Notes

  • QuickBooks invoice imports are summary imports with one synthetic line item when detail rows are not present.

Products/Services

Choose Mixed Pricebook

Required

  • Name
  • Item type or QuickBooks item type

Recommended

  • Category
  • SKU or code
  • Description
  • Sales price
  • Taxable

Notes

  • Product/material rows import as supplies. Service rows import as services.

Ready to import?

The import tool is available inside your account. If you are already signed in, this opens the app; otherwise you will be asked to sign in first.