Copy Lists in QuickBooks Online

copy list

Copy lists in QuickBooks Online (QBO) should be easy.  You should be as excited as my kitty here that thinks he can walk on two feet as this saves so much time and data entry.  And isn't that why we moved to QBO anyway?  My motto, less data entry = more free time to do other things that are more important.

Copy lists:  Export the vendor list from the file you are copying

  • Navigate to Expenses from the left menu.
  • Select Vendors at the top.
  • On the Vendors page, select the icon on the right hand side that gives you an excel export (demonstrated in the video).
    Note: if you want to include deleted/inactive vendors (suppliers), you must select the gray gear icon next to the export icon and check the Include inactive box.

Copy Lists:  Save the excel file

 Open the Sample Excel Sheet that you access from the new company file. Go to gear>import files.  Select Vendor list and click to view the sample. This will be your template.

Open excel export file ....

And copy and paste to the Sample template the names, addresses, emails and any other category as applicable.  This is the best opportunity to fine tune and polish up this list.  Review it, remove any vendor names you do not want.  Make it as clean a file as you can.  Take your time here.  It is best not to import junk into the file.  Even if you have to merge items later, they still hang in the inactive list.  So it is best to review now prior to import.

Backup your new data file!!!!

I highly recommend adding the app Chronobooks for this.  It will backup your file in real time and you can refer back to that and restore if things in the import did not go so well.

Last step...the import....

So it is time to the import.  Make sure you see all green checkmarks.  (You should if you used the template) . Attend to any items in red.  For large lists, I highly recommend copying pieces over in separate spreadsheets and importing 25-75 items at a time.  It makes life easier to find the red error boxes.

If you have any questions or would like to see a future video on another topic, please reach out to me on Facebook.

Lynda Artesani

Lynda Artesani is the president of Artesani Bookkeeping where she uses her expertise and organizational skills to help her clients thrive and become profitable. Lynda is a member of the Intuit Trainer Writer Network. She is an alumni member of the Intuit Advisory Board. Additionally, she is the first Expert Columnist for the QB Community forum. She is also a co-founder in a Facebook group called QB Community Live!