Export Lists from Old Company File to New Company File

If you need to start fresh in QuickBooks Online, you can export lists (like Customers, Vendors, and Products and Services) from your existing company and import them into a new one. This helps you clean up data without manually re-entering everything.

Before you begin

• Payroll: If you use QuickBooks Online Payroll (Assisted, Full Service, or Core), contact us before creating a new company. We need to set up your payroll tax forms and filings correctly to avoid issues with the IRS and state agencies.
• Permissions: You must have Master Administrator or Company Administrator permissions to export and import data.

Step 1: Export lists from your old company

1. Go to Settings (the Gear icon) and select Export Data.
2. On the Lists tab, select the lists you want to move. Common choices include:
   • Customer List
   • Vendor List
   • Products and Services List
3. Select Export to Excel.
   • If you want to combine multiple lists into one file, check the box for Combine all lists.
4. Open the downloaded file in Excel or your preferred spreadsheet program.

Step 2: Clean up your lists in the spreadsheet

Use your spreadsheet software to review and edit the data before importing it to your new company. This is the best time to remove outdated information.

• Remove old data: Delete rows for customers or vendors you no longer work with.
• Update inventory types: If you tracked inventory in your old company but won’t in the new one, change the “Type” column for those items from “Inventory” to “Service” or “Non-inventory.”
• Review formatting: Ensure dates, phone numbers, and names are formatted correctly.

Note: For lists with sensitive data, like Employees, we recommend entering current employees manually in the new company rather than importing the full list.

Step 3: Import lists into your new company

1. Log in to your new QuickBooks Online company.
2. Go to Settings (the Gear icon) and select Import Data.
3. Select the type of list you are importing (e.g., Customers, Vendors, or Products and Services).
4. Select Browse to upload your Excel file, then select Open.
5. Map your data fields:
   • QuickBooks Online will attempt to match your spreadsheet headers to QuickBooks fields.
   • Review the mapping to ensure data goes into the correct columns (e.g., “Name” maps to “Customer Name”).
6. Select Import.

Review your lists in the new company to ensure everything imported correctly. If you see errors, open the import window again to view the specific error logs.