Learn How to Import and Export Information in QuickBooks Desktop?

Learn How to Import and Export Information in QuickBooks Desktop?

If you are looking for the process of importing and exporting data in QuickBooks Desktop then you have come to the right place. You might be thinking that the only way to extract information is by starting from scratch. But the fact is that you can transfer information to and from QuickBooks. The overall process is not only easy to upgrade, convert or create new file but you can save a lot of time and do other tasks.

The process of import and export data in QuickBooks Desktop has a few basic steps which we will discuss in this article. So, keep reading on till the end and do not miss out any steps.

Process to import and export information with QuickBooks Desktop

The process of importing and exporting might not be the same and so we will be taking a look at the steps for different items one after the other.

  1. MS Excel

There are a few basic steps involved in the import process for MS excel. QuickBooks has a formatted excel spreadsheet where you can enter the information. When you save and close the file you can review the results and then view the data in QuickBooks. If you are willing to import customers, products and vendors the below given points can be helpful.

  • Go to the File menu and then select the option “Utilities”.

  • Click on the “import” option.

  • Click on “Excel files”.

  • If you get the option of “add or edit multiple entries” then click on the No button.

Next you need to follow the step by step installation wizard for importing the files.

  1. Select the type of data.

  2. Once QuickBooks open a formatted excel spreadsheet save the file and close it. You will get the option to “Add my data now”.

  3. Click on review results and view data option.

  4. Finally, click on close option once done.

2. Using CSV files

If you want to import a list in the CSV format install the QuickBooks import excel and CSV toolkit.

The toolkit will have the following components -

  1. Import from excel and csv manual - A pdf document with instructions notes and best practices.

  2. XLS example folder - A sample excel file which contains worksheets one for each list type.

  3. Allowed fields - a reference guide explain what fields are available for excel and CSV import.

  4. CSV examples folder - has sample files of CSV one of each type.

3. Customer and Vendors

The first step is to open the customer/vendor center.

  1. Hit the Excel drop down option then choose the following:

    1. Export customer/vendor list if you wish to export customer data such as balance, name and contact information.

    2. If you wish to export transactions select “Create a comma separated values” file.

    3. Next click on the “Export” option.

  2. Now assign a file name and then choose the location where you want to save the file.

  3. Then locate the file, open it and edit if needed.

4. Working with Reports

  1. Open the report option

  2. Click on the excel drop down at the top of the report.

  3. Choose the “create new worksheet” option.

  4. Next click on the export option and choose the location where you want to save the file.

Things to keep in mind when importing and exporting data

The process of importing and exporting data is easy only if you can follow the step by step process.

However here are few things that you need to keep in mind.

  1. Create a backup as you cannot undo the information which you import.

  2. Consult an accountant before you want to import any data.

  3. Also, check the intuit marketplace and look for apps which can help you import data.


As you have come to the end it must be clear as to how you can import and export data in QuickBooks desktop. If you have any kind of queries or face any trouble while installing the QuickBooks desktop all you need to do is call us at +1800-761-1787. Our QuickBooks support team is here to help you round the clock.