How To Import Item/Product Data From QuickBooks Online To Zoho Books

Migrating items (products and services) from QuickBooks Online (QBO) to Zoho Books requires careful planning to ensure that all product information, including descriptions, rates, and stock quantities, are properly transferred. While QuickBooks Online allows exporting items as part of a report or through its export functionality, Zoho Books also provides an import tool to facilitate this process.

Step 1: Backup Your Data

Before proceeding, it’s important to back up all relevant data from QuickBooks Online to ensure you don’t lose any information.

1. Backup QuickBooks Online Data:
   • Go to Reports > Sales > Products/Services in QuickBooks Online.
   • Export your items list to CSV or Excel format.
   • In QuickBooks Online, navigate to Settings > Export Data and choose Products and Services to export the data.
2. Backup Zoho Books:
   • If you are already using Zoho Books, back up your existing data (Settings > Data Backup).

Step 2: Export Items from QuickBooks Online

1. Log into QuickBooks Online:
   • Open QuickBooks Online and sign in to your account.
2. Export the Items List:
   • Go to Sales > Products and Services (or Inventory if you are managing inventory items).
   • Click the Export icon at the top-right of the list and select Export to Excel or Export to CSV.
3. Your exported file will contain the following columns:
   • Item Name
   • SKU
   • Description
   • Sales Price
   • Purchase Price
   • Inventory Quantity (if using inventory)
   • Taxable (whether the item is taxable or not)
   • Item Type (Product, Service, or Bundle)
4. Review the Exported Data:
   • Check the exported file to make sure it contains all the necessary information about your items. If you have multiple types of items (e.g., products, services), ensure that each type is clearly marked.
5. Clean Up the Data (if necessary):
   • If needed, modify the data to ensure it aligns with Zoho Books’ item import requirements. For instance:
     • Ensure the Item Name and SKU are formatted correctly.
     • Convert any Yes/No columns (like Taxable) into True/False or another format that Zoho Books can accept.
     • Ensure all Price and Quantity fields are in numeric format.

Step 3: Prepare the Items File for Import to Zoho Books

Zoho Books supports the CSV or Excel format for item imports. You need to format the data according to Zoho Books’ requirements:

1. Prepare the CSV/Excel Template for Zoho Books:
   • Zoho Books typically requires the following columns in the import file:
     • Item Name (required)
     • Item Description (optional)
     • Item SKU (optional but helpful)
     • Rate/Price (required for services and products)
     • Inventory Type (Inventory or Non-Inventory)
     • Quantity on Hand (only for inventory items)
     • Purchase Price (for inventory items)
     • Sales Price (for services/products)
     • Taxable (True/False)
     • Unit of Measure (optional, e.g., each, box, lb, etc.)
     • Account (expense or income account related to the item)
2. Adjust Your File:
   • If necessary, map the fields from your exported QuickBooks Online file to match Zoho Books’ import template.

Step 4: Set Up Zoho Books

Before importing your items into Zoho Books, make sure your Zoho Books account is ready to accept the data.

1. Log into Zoho Books:
   • Go to the Zoho Books website and log in to your account.
2. Set Up Accounts:
   • Make sure the appropriate income and expense accounts are set up in Chart of Accounts (for products and services). This is important for linking items with accounts during the import.
3. Check Inventory Settings (If Applicable):
   • If you’re dealing with inventory items, ensure that inventory tracking is enabled in Zoho Books:
     • Go to Settings > Items.
     • Make sure that Inventory tracking is enabled if you intend to manage inventory levels.
4. Create Item Categories (Optional):
   • You can also organize your items into categories, such as Raw Materials, Finished Goods, or Services. Go to Settings > Item Categories and create the categories before importing.

Step 5: Import Items into Zoho Books

Now that your data is ready and your Zoho Books account is set up, follow these steps to import your items:

1. Navigate to the Import Section:
   • In Zoho Books, click on the Settings (gear icon) at the bottom left.
   • Under the Inventory section, select Items.
   • On the Items page, click on the Import button at the top-right of the screen.
2. Upload the File:
   • In the import window, choose your CSV or Excel file that you prepared earlier.
   • Click Next to proceed.
3. Map the Fields:
   • Zoho Books will automatically attempt to map the columns from your CSV/Excel file to Zoho’s fields.
   • Review the mappings to ensure that each column from your file is correctly mapped to the corresponding field in Zoho Books.
     • For example:
       • Item Name maps to Item Name
       • Sales Price maps to Sales Price
       • Inventory Quantity maps to Quantity on Hand (only for inventory items)
       • Taxable maps to Taxable
   • If there are any mismatched fields, adjust them manually.
4. Review and Confirm:
   • After mapping, Zoho Books will show you a preview of your items before importing them. Verify that the data looks correct.
   • If everything appears to be in order, click Import to begin the process.
5. Verify the Imported Data:
   • After the import is complete, Zoho Books will display a confirmation message.
   • Go to the Items section under Inventory or Sales to check if all the items have been correctly imported.
   • Verify the details for each item (e.g., price, description, tax status, inventory quantity).

Step 6: Resolve Issues (if any)

If you encounter any errors during the import process, Zoho Books will typically provide an error log. Common issues include:

• Mismatched data: If a required field is missing or incorrectly formatted.
• Duplicate Items: If you’re trying to import items that already exist in Zoho Books, you may need to either update or remove the duplicates.
• Incorrect tax codes: If your Taxable status doesn’t match the required format (True/False).

You can either correct the errors in your original file and attempt the import again, or manually update the items within Zoho Books.

Step 7: Final Review and Adjustments

Once the import is complete and the data is verified:

1. Check Inventory (if applicable): If you imported inventory items, go to the Inventory section and ensure the stock levels are correct.
2. Check for Missing Information: Review any items that may have incomplete fields, such as missing descriptions, prices, or categories.
3. Start Using Your Items: You can now use the imported items in Invoices, Bills, Sales Orders, and Purchase Orders.
   

By following these steps, you can successfully migrate your items from QuickBooks Online to Zoho Books. Always remember to back up your data before starting the migration process and carefully review the imported data afterward to ensure everything is correct.