How to Import Your Chart of Accounts Into QuickBooks Online

Resources / Tutorial

How to Import Your Chart of Accounts Into QuickBooks Online

We previously wrote an article on How to Import Your Suppliers, Customers, Products and Services into QuickBooks Online. In this article, we will be teaching you How to Import Your Chart of Accounts into QuickBooks Online.

It is important for you to import your Chart of Accounts into QuickBooks Online before you import your prior invoices and bill because the invoices and bills will have line items that are coded to your accounts.

Also, please note that QuickBooks Online will not request for you to enter your opening balance when you’re importing your Chart of Accounts. If you would like to enter your opening balance, you can do so through a journal entry after you’ve imported your Chart of Accounts. Here is a link on how you can enter your opening balance.

Before getting started on the importing process, you should export your Chart of Accounts from your previous accounting software. If you do not know how to do this, please contact your accounting software customer support.

How to Import your Chart of Accounts into QuickBooks Online

Step 1: Log in to your QBO account

Step 2: Click on the gear icon on the top right-hand corner of the page

Step 3: Under the Tools heading, click on ‘Import Data’

Step 4: Click on the 'Chart of Accounts' icon

Step 5: Click on the link that says ‘Download a sample file’

Note: QuickBooks Online imports data in a specific structure. Using the sample file to import your data will ensure minimal disruption during the importing process.

Step 6: Open the Downloaded sample file and clear the sample data on the sample file before you start copying your data onto the sample file.

Step 7: Based on the column headings, copy the data one column at a time to prevent migration errors.

Note: QuickBooks Online has a specific naming convention for the Type and Detail Type columns. If you are unsure of the correct naming convention, please refer to this article. The article contains a link to download an excel file containing a list of all Types and the corresponding Detail Types that QuickBooks Online currently supports. If you are not familiar with Types and Detail Types, we would strongly advise reading the article before proceeding with the import.

Step 8: Save the file as and when you’re copying the data columns to prevent any loss of work.

Note: If you enter a wrong Type of Detail Type in your sample file, do not worry. You will still be able to upload the file to QBO and will be given the option to fix it later on QBO after you've uploaded the file.

Step 9: After you’re done copying all the data, save your file.

Step 10: Navigate back to the QBO ‘Import Chart of Accounts’ page.

Step 11: Select your file by clicking on the browse button and click 'next' when you’re done uploading your sample file.

Step 12: On the next screen, QBO will require you to map your data. Choose the relevant fields corresponding to the column headings on your uploaded file and click 'next' when you're done.

Step 13: When you get to this page, you will be able to make changes to your account Types and Detail types. Make all the necessary adjustments to the fields with the red outlined boxes.

Note: The red outlined boxes indicate an incorrect naming convention. The drop-down boxes contain all of QBOs acceptable naming conventions.

Step 14: Once you’ve completed the field adjustments, click on ‘import’.

Note: After you've clicked on the import button, you might get an error saying that some of the accounts were not imported. Most new QBO accounts come with a default Chart of Accounts that might have account names identical to yours. You can choose to change your account names or ignore the accounts that were not imported (because they already exist on QBO).

Step 15: Click on the X on the top right-hand corner to close the error import page and you're done!

Work with us!

At Enkel, we specialize in helping small-medium sized businesses streamline their back office through the use of cloud technology and our dedicated team of professional bookkeepers and accountants. Whether your organization is located in Vancouver, Edmonton, Calgary, or Toronto, we've got your back office needs covered! Contact us today to learn more.

Gracia Chua
About Gracia Chua
Gracia Chua is the Marketing Campaign Manager at Enkel Backoffice Solutions, a Vancouver based accounting firm that provides day-to-day bookkeeping services for small to medium-sized businesses and nonprofit organizations.