How to Import Customer or Vendor Contacts from Excel to QuickBooks?

by James Antonio

Importing the customer or vendor contacts from Excel can be done just with a few simple steps but there are certain things needed to consider before you conduct an import from Excel to QuickBooks. So, go through this blog as it covers all the major information along with the steps for how to import Customer or Vendor contacts from Excel to QuickBooks?

Save Time, Reduce Errors, and Improve Accuracy

Dancing Numbers helps small businesses, entrepreneurs, and CPAs to do smart transferring of data to and from QuickBooks Desktop. Utilize import, export, and delete services of Dancing Numbers software.

Things need to Consider Before Importing

Here are several things that need to think about when you import from Excel:

  • If you want to import multiple pages then save each individual page as a separate file
  • Verify that the files contain data
  • Ensure that the details that you wish to import should appear on the workbook’s first page
  • Along with that, ensure that the spreadsheet has a header row and should be used for mapping purposes of the first line and doesn’t import it.

Contact fields that can be imported from Excel to QuickBooks

Before conducting the import process, it is important to know which and all contact fields can be imported and any restrictions on which fields are optional and best for practices before you get started.

  1. Full Name: Import field
    The first, middle and last name must appear in a single field or column before importing
  2. Email: Import field
    Restrictions:-
    ● Phone: There is no restriction in formatting but limits of 21 characters
    ● Mobile: There is no restriction in formatting but limits of 21 characters
    ● Fax: There is no restriction in formatting but limits of 21 characters
  3. Company: Import field
    Restrictions:- 50 characters is limited
  4. Street and city: Import field
    Street: 2000 characters is limited
    City: 255 characters is limited
  5. Zip code or ZIP code
    Restrictions:- 30 characters is limited
  6. Website: Import field
    Restrictions:-
    ● It should be in a valid URL format, for example; http://www.website.com.
    ● 1000 characters is limited
  7. State/Territory/Province/Region: Import field
    Restrictions:- Limits of 255 characters
  8. Country: Import field
    Default to your home country if it left blank
  9. Opening Balance: Import field
    It is optional (Balance of the account as of the date of opening balance, in the currency of the account).
  10. Account Number: Import field
    The Customer or Vendor account number enables you to combine customers or vendors into a single account or allocate every customer or vendor to a separate account.
    Restrictions:- The account number must meet these rules: customers must start with 411 and vendors must start with 401. It must be between digits 6 to 15. It contains both numbers as well as letters.
  11. Report Basis for vendor
    Restrictions:- Select the relevant report basis for the vendor (cash or accrual). In case, it is left blank then this field will default to cash.
  12. Opening Balance Date: Import field
    Make sure that the opening balance date should be valid
  13. Resale number (customers) or Tax ID (Vendors): Import field
    Restrictions:-
    ● For customers: The resale number has a limit of 16 characters.
    ● For vendors: The tax ID has a limit of 20 characters.

Steps to Create an Excel file for importing

  • The very first, create a new Excel spreadsheet
  • After that, ensure that the columns of the Excel spreadsheet must have the following headers on row 1. Along with that, make sure that no other headers or blank cells should be there at the top of the spreadsheet:
    • Full Name
    • Company
    • Email
    • Phone
    • Mobile
    • Fax
    • Website
    • Street
    • City
    • State
    • Postal Code
    • Country
  • Next, complete the information of contact in your spreadsheet.
  • And then save the Excel spreadsheet as a .xls or a .xlsx file and also make a note of the location of a particular Excel file.

How to verify the Exported file

It’s important to review the details before you import your contacts, and verify that everything looks right. When something goes wrong with the shipment, manually fixing or deleting your imported contacts may be a lengthy process.

  • Open and verify the earlier saved .csv file
  • Make sure the Excel spreadsheet columns in row 1 have the same headers as those in the capital letters below, in the same order. Please make sure that the top of the spreadsheet contains no blank cells or other headers. Also, be sure to use Sheet1.
  • Review the table and fill in any missing information, or fix any errors. If an important problem arises, you may want to retry the export. Be aware of the address field in QuickBooks that helps you to map to the Billing address for that contact.
  • Save as a.xls or.xlsx file the Excel spreadsheet; also remember where you have saved your file. Make sure the file doesn’t exceed the maximum of 2 MB or 1000 rows; otherwise, split it into several files for import.

Steps for How to Import Customer or Vendor contacts from Excel to QuickBooks

Once you’re done with the above steps then sign in to your QuickBooks Company and follow the import further steps involves:

  • Go to Customers and select the invoice
  • Next, choose the Import data under the Tools section
  • Now, select the Customers or Vendors depending on which you wish to import
  • After that, select the Browse option
  • Locate and choose the Excel file
  • Make a click on open and then hit the Next button to continue
  • Again hit the next after importing the data
  • At last, adjust the data if required and then click on the “Import” option.

All the information regarding how to import customer or vendor contacts from Excel to QuickBooks is complete and correct. So, you can use it to transfer the data whenever required.

Accounting Professionals, CPA, Enterprises, Owners

Looking for a professional expert to get the right assistance for your problems? Here, we have a team of professional and experienced team members to fix your technical, functional, data transfer, installation, update, upgrade, or data migrations errors. We are here at Dancing Numbers available to assist you with all your queries. To fix these queries you can get in touch with us via a toll-free number 1800-689-5491 or chat with experts.

Features of Dancing Numbers for QuickBooks Desktop

Imports

Imports

Exports

Exports

Deletes

Deletes

Customization

Customization

Supported Entities/Lists

Dancing Numbers supports all QuickBooks entities that are mentioned below:-

Customer Transactions

Invoice
Receive Payment
Estimate
Credit Memo/Return Receipt
Sales Receipt
Sales Order
Statement Charge

Vendor Transactions

Bill
Bill Payment
Purchase Order
Item Receipt
Vendor Credit

Banking Transactions

Check
Journal Entry
Deposit
Transfer Funds
Bank Statement
Credit Card Statement
Credit Card Charge
Credit Card Credit

Employee Transaction / List

Time Tracking
Employee Payroll
Wage Items

Others

Inventory Adjustment
Inventory Transfer
Vehicle Mileage

Technical Details

Easy Process

Bulk import, export, and deletion can be performed with simply one-click. A simplified process ensures that you will be able to focus on the core work.

Error Free

Worried about losing time with an error prone software? Our error free add-on enables you to focus on your work and boost productivity.

On-time Support

We provide round the clock technical assistance with an assurance of resolving any issues within minimum turnaround time.

Pricing

img

Importer, Exporter & Deleter

*See our Pricing for up to 3 Company Files

$199/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Unlimited Export
  • Unlimited Import
  • Unlimited Delete

img

Accountant Basic

*See our Pricing for up to 10 Company Files.

$499/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Importer,Exporter,Deleter
  • Unlimited Users
  • Unlimited Records
  • Upto 10 companies

img

Accountant Pro

*See our Pricing for up to 20 Company Files.

$899/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Importer, Exporter, Deleter
  • Unlimited Users
  • Unlimited Records
  • Up to 20 companies

img

Accountant Premium

*See our Pricing for up to 50 Company Files.

$1999/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Importer, Exporter, Deleter
  • Unlimited Users
  • Unlimited Records
  • Up to 50 companies

Frequently Asked Questions

 
How and What all can I Export in Dancing Numbers?

You need to click "Start" to Export data From QuickBooks Desktop using Dancing Numbers, and In the export process, you need to select the type you want to export, like lists, transactions, etc. After that, apply the filters, select the fields, and then do the export.

You can export a Chart of Accounts, Customers, Items, and all the available transactions from QuickBooks Desktop.


How can I Import in Dancing Numbers?

To use the service, you have to open both the software QuickBooks and Dancing Numbers on your system. To import the data, you have to update the Dancing Numbers file and then map the fields and import it.


How can I Delete in Dancing Numbers?

In the Delete process, select the file, lists, or transactions you want to delete, then apply the filters on the file and then click on the Delete option.


How can I import Credit Card charges into QuickBooks Desktop?

First of all, Click the Import (Start) available on the Home Screen. For selecting the file, click on "select your file," Alternatively, you can also click "Browse file" to browse and choose the desired file. You can also click on the "View sample file" to go to the Dancing Numbers sample file. Then, set up the mapping of the file column related to QuickBooks fields. To review your file data on the preview screen, just click on "next," which shows your file data.


Which file types are supported by Dancing Numbers?

XLS, XLXS, etc., are supported file formats by Dancing Numbers.


What is the pricing range of the Dancing Numbers subscription Plan?

Dancing Numbers offers four varieties of plans. The most popular one is the basic plan and the Accountant basic, the Accountant pro, and Accountant Premium.


How can I contact the customer service of Dancing Numbers if any issue arises after purchasing?

We provide you support through different channels (Email/Chat/Phone) for your issues, doubts, and queries. We are always available to resolve your issues related to Sales, Technical Queries/Issues, and ON boarding questions in real-time. You can even get the benefits of anytime availability of Premium support for all your issues.


How can I Import Price Level List into QuickBooks Desktop through Dancing Numbers?

First, click the import button on the Home Screen. Then click "Select your file" from your system. Next, set up the mapping of the file column related to the QuickBooks field. Dancing Numbers template file does this automatically; you just need to download the Dancing Number Template file.

To review your file data on the preview screen, just click on "next," which shows your file data.


What are some of the features of Dancing Numbers to be used for QuickBooks Desktop?

Dancing Numbers is SaaS-based software that is easy to integrate with any QuickBooks account. With the help of this software, you can import, export, as well as erase lists and transactions from the Company files. Also, you can simplify and automate the process using Dancing Numbers which will help in saving time and increasing efficiency and productivity. Just fill in the data in the relevant fields and apply the appropriate features and it’s done.

Furthermore, using Dancing Numbers saves a lot of your time and money which you can otherwise invest in the growth and expansion of your business. It is free from any human errors, works automatically, and has a brilliant user-friendly interface and a lot more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


Is it possible to use the Direct Connect option to sync bank transactions and other such details between Bank of America and QuickBooks?

Yes, absolutely. You can use the Direct Connect Option by enrolling for the Direct Connect service which will allow you access to the small business online banking option at bankofamerica.com. This feature allows you to share bills, payments, information, and much more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


What are the various kinds of accounts you could access in QuickBooks?

QuickBooks allows you to access almost all types of accounts, including but not limited to savings account, checking account, credit card accounts, and money market accounts.

Get Support

Bulk import, export, and deletion can be performed with simply one-click. A simplified process ensures that you will be able to focus on the core work.

Worried about losing time with an error prone software? Our error free add-on enables you to focus on your work and boost productivity.

Call Now +1-800-689-5491
Dancing Number

Kindly Provide The Following Information To Download The Dancing Numbers.

X





    Top