How to Import Products and Services from Excel to QuickBooks?

Importing the data in QuickBooks can sometimes be tricky and time-consuming. However, if you follow the right steps then it […]

Importing the data in QuickBooks can sometimes be tricky and time-consuming. However, if you follow the right steps then it might be on time. The below article covers the steps to import the Products and services from excel to QuickBooks. You can import the items list in just half of the time with this feature.

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Before going to follow the steps you need to keep some things in mind which are mentioned below :

  • At a time only 1000 rows can be imported, if your data is longer then split the same into smaller and multiple files
  • It can’t be undone once it is imported

Tips for formatting When Import Products and Services

  • Expense account and Income – Cannot use sub-accounts
  • Quantity as of date – Format should be like that MM/DD/YYYY or DD/MM/YYYY
  • Product Name – It will be 100 characters limit and avoid special character.

Steps to Import products and services from the Excel to QuickBooks

Below are the steps mentioned to import the products and services from excel to QuickBooks, following which anyone can import the products and services in very little time.

  • Open the QuickBooks
  • In QuickBooks, go to settings >>> select Import Data
  • Choose the Products and services
  • Select the browse option on the import products and services page
  • If you want help regarding formatting your list choose Download a sample file
  • Search your get your excel file. Open the file and select Next
  • Now map your information, your field indicates the headers on your spreadsheet >>> select one option which is matching a field in QuickBooks from every drop-down menu
  • Choose Next
  • Now select the option Overwrite all values for every product or service with the same name. Verify before going ahead because it can’t be undone.
  • Now select Import

Import Products and Services with the Subcategories and Sub-items

If you are using sub-items then you need to format the Excel file in a specific manner. It will make sure to go everything importing properly.

Categories and Subcategories

In the products, fields use below formats

Format Categories only : [Name of the Category] : [Name of the Product/Service]

Product /Service Name

Large: T-shirt

Medium – T-shirt

Small  – T-shirt

For Categories and Sub Categories [Name of Category] : [ Name of Sub Category] : [Name of Product/Service]

Product /Service Name

Small Yellow T-shirt

Small Red T-shirt

Medium Yellow T-Shirt

Medium Red T-shirt

Large Yellow T-Shirt

Large Red T-Shirt

Item and Sub item

You can use a row for each item variation

Product /Service Name

T-Shirt Small Yellow

T-Shirt small red

T-shirt medium

T-Shirt Large White

T-shirt Large Blue


Importing the products and services from excel to QuickBooks can be very easy and might save you time if you follow the above steps to import. Nowadays time is very valuable and instead of making everything from start, you can simply use an import tool which very really helpful to you.

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