Here are the steps needed to import the Chart of Accounts:
- From the gear icon go to Import Data and choose Chart of Accounts.
- Read the checklist before importing and make sure your file fits the requirements for import (must be a .csv or Excel file format and must have Account Type and Name fields). I recommend downloading this sample Excel spreadsheet and use it as a format: https://www.quickbase.com/up/bfwy8i23w/g/re7/eg/va/QuickBooks_Online_COA_Sample_File1.xls
- Click Choose File to find your file.
- Click Open.
- Click Continue.
- Click the drop-down menus next to the field descriptions to choose which field to import. If you don’t use a field, choose I don’t have this.
- When you’re ready, click Continue.
- If you’re missing critical fields, we’ll tell you by showing you an icon with an exclamation point and an instruction (such as Choose type, Choose detail type, or both).
- When you’re done, click Import [number] Records.
Important information to note:
- The Type and Detail Type should match the types in QBO. If not, you’ll get an error message in red and will need to change each line item manually.
- Right now you can’t add new types or detail types; these are hard-coded into the system. Please select the best fit for each account. Here’s a link to a spreadsheet that has all the detail types listed: Detail Types: https://www.quickbase.com/up/bfwy8i23w/g/rhw/eg/va/CoA%20Types%20%20Detail%20Types.xlsx
- The import limit is 2 MB or 1000 rows.
- The colon character isn’t allowed, so parent:sub-account relationships will have to imported as parents first, then adjusted to become subs on the chart of accounts after the import is completed.
- See the Learn more link inside QuickBooks Online for exact limits on name lengths and other restrictions.
- The import is ADDITIVE. That means that it will add accounts to the already-existing Chart of Accounts but won’t subtract the standard ones that came with QuickBooks Online.
IMPORTANT NOTE: You can’t undo this import.