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How to import a chart of accounts into QuickBooks

You can import a chart of accounts in QuickBooks from a spreadsheet, including Excel, Google Sheets or CSV, instead of entering each account manually in QuickBooks Online.

Importing your accounts can save time and help ensure your financial records are organised correctly from the beginning, particularly when setting up a new company or moving your accounts from another accounting system.

You can also export an existing chart of accounts from another QuickBooks company and import it into your new file.

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Step 1: Format your spreadsheet

Before you import, you’ll want to format your spreadsheet correctly. You can use an existing spreadsheet of accounts, create a new one, or export your chart of accounts from another QuickBooks file.  

  1. Open your existing spreadsheet of accounts or create a new one. ( You can also  export your chart of accounts from another QuickBooks company)
  2. Make sure your spreadsheet includes the following columns: Account Name, Type, Detail Type, and Number (optional).
  3. If you have different currency accounts, add a Currency column. 
chart of accounts in QuickBooks

Note:  You will need to have multi-currency turned on to import and set up accounts using a different currency. Multi-currency is only available in QuickBooks Online Essentials or QuickBooks Online Plus, skip this if you do not use multiple currencies. 

  1. If you have a subaccount, add it in the Account Name column. See the table below for more examples of how to format subaccounts. 
  2. If everything’s correct, save your spreadsheet in Google Sheets, Excel, or CSV format. 

Here’s a sample of how your spreadsheet should look. You can also download our sample spreadsheet if you need more examples. 

Step 2: Import your chart of accounts

Note: To import accounts as locked, mark them as locked in your import spreadsheet before uploading. This saves time by preventing the need to lock them manually after import. 

  1. Sign in to your  QuickBooks Online account. 
  2. Go to Settings ⚙ and select Import data. 
  3. Select Chart of Accounts. 
  4. To upload a file:  From your computer, select Browse and choose the file, then open. If you’re using Google Sheets, select Connect to sign in to your Google account. Choose the correct file, then select.

Step 3: Map your spreadsheet fields to QuickBooks fields

Once you’ve uploaded your spreadsheet, map each column to the corresponding QuickBooks Online field to make sure your accounts import correctly.

    1. Select the Your Field ▼ dropdown and match your spreadsheet columns to the appropriate QuickBooks Online fields: Account Name, Account Number, Type, Detail Type, and Currency.
    2. For any field that doesn’t have a matching column in your spreadsheet, select No Match. Account Name is required and must be matched. For example, if you don’t use account numbers, select No Match for Account Number.

Step 4: Review and import your accounts

You’re almost finished. Check everything one last time before you import your accounts. 

  1. If you haven’t yet, be sure to add account types and detail types. 
    Notes: 
  • Focus on getting the account types right first. Then, select the detail types that fit the transactions you want to track. 
  • If you see a field highlighted in red, hover over the highlighted field to see what you need to fix. Double-check the spacing in the spreadsheet cells. 

2. Uncheck any account you don’t want to save. 

3. If everything looks good, select Import. 

Next Steps

  1. Enter opening balances for your accounts. The opening balance is the starting point for the accounts you import into QuickBooks. Make sure to create a journal entry to enter opening balances after you import all accounts. 
  2. Connect your bank or credit card accounts to QuickBooks, and we’ll download and categorise your transactions. You can then review and approve them. 

QuickBooks Training

As certified QuickBooks ProAdvisors, we provide personalised QuickBooks Online training tailored to your business. Sessions are delivered live via Zoom on Tuesdays and Thursdays, with on-site training available on request.

Whether you’re new to QuickBooks or want to improve your team’s knowledge, we’ll help you build the confidence to manage your accounts efficiently and make the most of every feature.

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