How to import chart of accounts on QuickBooks

intermediate 8 min read Updated 2026-03-18

Quick Answer

To import a chart of accounts in QuickBooks, prepare your data in Excel format, then use the Import Data feature from the Settings menu. QuickBooks will map your columns to the appropriate fields and allow you to review before finalizing the import.

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Prerequisites

Active QuickBooks Online or Desktop subscription
Chart of accounts data prepared in Excel or CSV format
Administrator access to your QuickBooks company file
Basic understanding of accounting account types

Step-by-Step Instructions

Prepare your chart of accounts file

Create an Excel or CSV file with columns for Account Name, Account Type, Detail Type, Account Number (optional), and Description. Ensure account types match QuickBooks categories like Assets, Liabilities, Equity, Income, or Expenses. Save the file in a location you can easily access.

Download QuickBooks' sample import template from their website to ensure proper formatting

Access the Import Data feature

In QuickBooks Online, click the Settings gear icon in the upper right corner. Select Import Data from the dropdown menu. For QuickBooks Desktop, go to File > Utilities > Import > Excel Files.

Select Chart of Accounts import option

On the Import Data page, locate and click Chart of Accounts from the list of available import options. QuickBooks will display information about what data can be imported and any formatting requirements.

Review the field requirements before proceeding to avoid import errors

Upload your prepared file

Click Browse or Choose File to locate your Excel or CSV file. Select your prepared chart of accounts file and click Open. QuickBooks will upload and analyze the file structure automatically.

Map your data fields

QuickBooks will display a mapping screen showing your file columns alongside QuickBooks fields. Verify that Account Name maps to Account Name, Account Type maps to Account Type, etc. Use the dropdown menus to correct any incorrect mappings. Click Next when mapping is complete.

Double-check that Account Types in your file exactly match QuickBooks' accepted values

Review and validate import data

QuickBooks will display a preview of your accounts to be imported. Review each entry for accuracy, checking account names, types, and numbers. Look for any error messages or warnings highlighted in red. Make note of any accounts that need manual correction after import.

Pay special attention to account types as incorrect types can affect financial reporting

Complete the import process

If the preview looks correct, click Import to finalize the process. QuickBooks will process the data and display a summary showing successful imports and any errors. Click Done when finished. Navigate to Accounting > Chart of Accounts to verify your imported accounts appear correctly.

Verify and organize imported accounts

Review your Chart of Accounts list to ensure all imported accounts display correctly with proper account types and numbers. Edit any accounts that need adjustments by clicking the Edit pencil icon. Set up any parent-subaccount relationships that weren't established during import.

Create a backup of your company file before making bulk changes to your chart of accounts

Common Issues & Troubleshooting

Import fails with 'Invalid Account Type' error

Verify that your Account Type column contains only QuickBooks-accepted values like Bank, Accounts Receivable, Income, etc. Check QuickBooks' account type list and update your file accordingly before re-importing.

Duplicate account names are rejected during import

QuickBooks doesn't allow duplicate account names. Review your import file for duplicates and either rename accounts or remove duplicates. Check your existing Chart of Accounts for conflicts with new account names.

Account numbers don't import properly

Ensure account numbers are formatted as text in your Excel file to prevent leading zeros from being removed. In Excel, format the Account Number column as Text before saving and importing.

Some accounts show as 'unmapped' during field mapping

This occurs when column headers don't match QuickBooks' expected field names. Manually map these columns using the dropdown menus in the mapping screen, or update your file headers to match QuickBooks' standard field names exactly.

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