Import CSI or NAHB Codes into QuickBooks Online

• Importing service items is optional. This is typically used when setting up a new QuickBooks Online (QBO) company or when switching to an industry‑standard coding structure.

• Select a parent income and expense account for each line item. Subaccounts cannot be used. Make sure to select the correct accounts, as incorrect selections will impact reporting accuracy.

• Importing a Products and Services list is additive. This means that the import adds new items to the existing list rather than replacing or deleting current items.

• To replace your existing list with the values included in the imported file instead of adding to it, select the appropriate overwrite option:
  • New batch import: Select the Check this box to overwrite details of existing items in your account option.
  • Old batch import: Select the Overwrite all values for each product or service option.

1. Log in to QuickBooks Online.
2. Select Settings > Import data.
3. Select Products and Services.

If you're using the new version, you'll see a batch import page with a spreadsheet-style layout.

If you're using the old version, you’ll see an option to upload either a CSV and Excel file, or a Google sheet.

Step 1: Prepare the file

1. On the Batch-import products and services:
   • Select Products without variants from the dropdown.
   • Select Check this box to overwrite details of existing items with the same name and category.
   • Select Import CSV.
2. Select Download this sample template.
3. Open the template file and add your products and services.

   Consider the following:

   • Avoid special characters.
   • Character limits:
     • Product and category name: 512
     • Option name, option value: 100
     • Descriptions: 4000
     • SKU: 100
   • Quantity as-of Date: MM/DD/YYYY
   • Income and Expense account: Select a parent income and expense account for each line item.
     Subaccounts cannot be used.
   • Category: A category can be formatted as [Name of category]:[Name of sub-category] and can be up to four levels. For example, [Clothing]:[Jackets] or [Clothing]:[Shirts]

Step 2: Import the products and services

After adding your products and services in the spreadsheet in the right format, you can import them to QuickBooks. Keep in mind the following:

• After you import a list, it cannot be undone.
• You can only import 150 rows at a time. If your list is longer than that, you can split it up into smaller files.

1. Log in to QuickBooks Online.
2. Select Settings > Import data.
3. Select Products and Services.
4. Select Create single products.
5. To import, select Import CSV.
   You can also manually enter your product data, or copy and paste from your spreadsheet.
6. Select Next.
7. Map your information.

   CSV column headers represent the headers on your spreadsheet. From each dropdown menu, select the option that matches a field in QuickBooks Online.

   Make sure that you select the correct date format.
8. Select Next.
   If some cells are highlighted in red, this means the cell isn't valid. Read the error message and make the correction, or edit your .CSV file and upload it again.
9. Optionally, select Check this box to overwrite details of existing items in your account to replace details of existing items in your account.

   Make sure that everything looks correct because this cannot be undone.

10. Select Save.

Step 3: Add Products

Some fields might be required and some fields are grayed out for certain item types.

1. Indicate whether you buy the item, sell the item, or both.
2. Add the Product/service name.
3. Add the Category.
4. Select the Item type.

   This can be Inventory, Service, or Product.

5. Select Single for stand-alone products.
6. If needed, select the row number to Duplicate row, Add row, or Delete row.

Before you begin

Templates for construction industry standard service items:

• CSI 95 format with divisions
• CSI 95 format with divisions and majors
• CSI 2016 format with divisions
• CSI 2016 format with divisions and majors
• CSI 2016 format with divisions, majors, and minors
• National Association of Home Building (NAHB)

Alternative templates for service items based on cost resource for invoicing:

• Cost resource items (AP) and invoice item (AR)

Step 1: Prepare the service item list file

1. Download one of the template Microsoft Excel (*.xlsx) files and review the items.
2. Update the expense and income GL Chart of Account columns in the spreadsheet.

   The GL Chart of Accounts referenced in the spreadsheet must exist in your QuickBooks file before importing.

3. Save the spreadsheet.

Step 2: Import the file in QuickBooks Online

1. Log in to QuickBooks Online.
2. Select Settings > Import data.
3. Select Products and Services.
4. Select Browse, find your Excel file, and select Open.
5. Select Next.

   The QuickBooks Online fields and those specified in the first row of the spreadsheet will be displayed.

6. Select the dropdown menu to ensure that the field information is mapped correctly.

7. Select Next.

8. If there are cells highlighted in red, this means the cell isn't valid. Check the cell in your spreadsheet and try importing again.

9. Select Overwrite all values for each product or service to replace details of existing items in your account.

   Make sure that everything looks correct because this cannot be undone.

10. Select Import.