How to Import Products and Services from Excel to QuickBooks?

by James Antonio

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.

Before going to follow the steps you need to keep somethings in mind which are mentioned as 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

Import Products and Services from Excel to QuickBooks

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 less 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

SmallĀ  – 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 saves your 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.

Features of Dancing Numbers for QuickBooks Desktop





How Dancing Numbers Will Help You


Dancing Numbers is SaaS-based software that can easily be integrated with your QuickBooks account. You can import, export, and delete lists or transactions from your company file. Using Dancing Numbers you can simplify and automate the process, saving time and increasing productivity. Just fill in a few fields and apply the relevant features to complete the task.

It saves your time and money that you can invest in your business. It has no human errors, works automatically, provides a user-friendly interface (easy to use and learn), and more. You can also have access to the comprehensive features set if you use it to import, export, and delete services.

Supported Entities/Lists

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

Customer Transactions

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

Vendor Transactions

Bill Payment
Purchase Order
Item Receipt
Vendor Credit

Banking Transactions

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

Employee Transaction / List

Time Tracking
Employee Payroll
Wage Items


Inventory Adjustment
Inventory Transfer
Vehicle Mileage

Technical Details

Devices Supported

  • Windows


  • On Premise

Language Support

  • English

Pricing Model

  • Annual Subscription

Customer Types

  • Small Business
  • Medium Business



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


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


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


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.

Get Support

The Bulk Import, Export, and Deletion can be performed with just an easy single-click. We offer a simplified process that assures you that you will be able to focus on your core work.

Are you worried about losing your time with error-prone software? Worry no more. Our error-free add-on lets you focus on your work and boost your productivity rate to a considerable extent.

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