Import Suppliers from CSV or

Excel to QuickBooks Online

By: Felix Domingo, CPA, CMA

felixacct@gmail.com
+63 956 417 2033
Things to know before you import Suppliers from CSV or Excel

 The file size limit is 2MB or 1000 rows.

 If you need to import a list larger than that, you'll need to split it up into multiple imports.

 Sub-accounts can't be imported.

 The recommendation is changing the sub-accounts into parent accounts before you import. Then
you can change them back after the import.

 If the file is imported incorrectly and it needs to be re-imported, your customer or supplier list won't be
overwritten, which can create duplicate entries.
 You'll need to delete the imported customers or suppliers before re-importing, or edit each one
individually.

 The entries in the Name field must be unique. A supplier, customer, or employee can't have the same
name as another.

 The import only supports one email address. Don't worry, you can add others in QuickBooks later.
Things to know before you import Suppliers from CSV or Excel (continued…)

 When importing contacts from a spreadsheet (including files exported from Google Sheets, Excel, and
as a CSV) make sure that:

 Column headers are in the first row.

 Contacts are on Sheet1 of the spreadsheet.
 The spreadsheet doesn't have any formulas, charts, or blank rows.
 The spreadsheet doesn't have any errors, such as #REF!, #NAME?, #N/A or #VALUE!.
 Names don't contain colons (:) or quotation marks (").
QuickBooks Online supplier setup checklist

Whether you’re entering suppliers manually or importing them, it’s essential to collect your suppliers’
important information.

You should have the following information for all your suppliers:

 Company name
 Email address
 Phone number
 Contact name
 Employer identification number
 Outstanding balance before importing into QuickBooks
Manual supplier setup vs. bulk imports in QuickBooks Online

If you have only a few suppliers to add to QuickBooks Online, it makes sense to enter them manually.

Here’s how it works:

1. Select Expenses > Supplier.

2. In the Supplier Tab, select New Supplier.
3. Fill out your supplier information, and select Save when you’re done.
4. Edit the details anytime by selecting the supplier and then selecting Edit.

If you have more than a few suppliers, it’s much easier to import them into QuickBooks Online using an
existing supplier list in Excel or other bookkeeping software.

There are a few steps to importing your supplier data into QuickBooks online via CSV or Excel file. You’ll
need to prepare your spreadsheet or download the template directly from QuickBooks and then initiate and
complete the import in QuickBooks Online.
To download the template directly from QuickBooks:

1. Go to the Gear Icon in the upper right-hand corner.

2. Select Import data under TOOLS.
To download the template directly from QuickBooks: (continued…)

3. Select Suppliers.
To download the template directly from QuickBooks: (continued…)

4. Click the Download a sample file to export the .csv (excel) template.
Step 1: Prepare the spreadsheet.

Every spreadsheet column equates to a field you want to import into QuickBooks Online, and each row
contains details about an individual supplier.
QuickBooks allows you to import the following fields, but you don’t have to have data for every field:
● Company name
● Contact name
● Phone number
● Email address
● Mobile number
● Website
● Fax number
● Street address
● City
● ZIP code
● State
● Country
● Tax identification number
● Opening balance
● Date of opening balance
Step 1: Prepare the spreadsheet. (continued…)

Your spreadsheet should contain the labels for each of the columns in the first row. However, these label
names don’t have to be exactly the same as the field names in QuickBooks Online. The import process
gives you a chance to map each column to a different field on the supplier list. Avoid the columns for fields
you don’t wish to populate.

The supplier information spreadsheet must be on the first workbook tab in Excel. QuickBooks Online will
consider only the first tab.
Step 2: Import the file into QuickBooks Online.

Option 1
1. Launch QuickBooks Online and select Expenses > Suppliers.
2. In the Supplier Tab, go to the New Supplier drop-down arrow and select Import Suppliers.

1
3. In the box labeled Select a CSV or Excel file to upload, select Browse.
4. Navigate to your CSV or Excel file and click Open.
Step 2: Import the file into QuickBooks Online. (continued…)

5. Select Next to continue.

6. On the Map Data page, map your fields from the imported file to QuickBooks Online fields. If your
column headers match QuickBooks Online’s fields, the software makes a selection automatically.
These are just suggestions; you can always make changes.
Step 2: Import the file into QuickBooks Online. (continued…)

7. It’s OK if your imported sheet has extra headers, and you don’t need to have matches for all the
software’s supplier columns. Select No Match if you don’t have a match. Select Next when you’re
ready to continue.
8. Review your data. Confirm that the number of imported records equals the number of rows in your
spreadsheet, excluding the header row. If you see any issues, correct them here or select Back to
make any necessary mapping changes. Deselect any records you don’t want to import.
9. When you’re satisfied, select Import to proceed.

10. When the import completes, you’ll see a message about the suppliers you successfully imported. Your
suppliers are now available in QuickBooks Online’s supplier Center.
Step 2: Import the file into QuickBooks Online. (continued…)

Option 2
1. Go to the Gear Icon in the upper right-hand corner.
2. Select Import data under TOOLS.
Step 2: Import the file into QuickBooks Online. (continued…)

3. Select Suppliers.
Step 2: Import the file into QuickBooks Online. (continued…)

3. In the box labeled Select a CSV or Excel file to upload, select Browse.
4. Navigate to your CSV or Excel file and click Open.

5. Select Next to continue.

6. On the Map Data page, map your fields from the imported file to QuickBooks Online fields. If your
column headers match QuickBooks Online’s fields, the software makes a selection automatically.
These are just suggestions; you can always make changes.
Step 2: Import the file into QuickBooks Online. (continued…)

7. It’s OK if your imported sheet has extra headers, and you don’t need to have matches for all the
software’s supplier columns. Select No Match if you don’t have a match. Select Next when you’re
ready to continue.
8. Review your data. Confirm that the number of imported records equals the number of rows in your
spreadsheet, excluding the header row. If you see any issues, correct them here or select Back to
make any necessary mapping changes. Deselect any records you don’t want to import.
9. When you’re satisfied, select Import to proceed.

10. When the import completes, you’ll see a message about the suppliers you successfully imported. Your
suppliers are now available in QuickBooks Online’s supplier Center.
How to delete a supplier in QuickBooks

You may want to delete a supplier at some point. However, if you’ve already used a supplier’s details in a
transaction, you can’t delete the supplier from QuickBooks. You can, however, make the supplier inactive
so you won’t see it in the supplier Center.

To make a supplier inactive:

1. Navigate to the supplier center.

2. Find the supplier you want to deactivate.
3. Select the drop-down menu and choose Make Inactive.
4. Select Yes to confirm.
5. If you’re trying to deactivate a supplier with an outstanding balance, QuickBooks will warn you. Choose
No and record the outstanding balance before making the supplier inactive.
Import suppliers to QuickBooks Online using a CSV or Excel file