QuickBooks and Excel — sharing data using Spreadsheet Sync

Do you frequently export data from QB to Excel? Would you like to be able to easily import Excel data into QB? Or keep a budget in Excel, sync to QB and resync later with your Excel updates. This feature can link Excel to QB data files.

First let’s talk about who can use this feature.

• Spreadsheet Sync works with Excel Office 365. It won’t work with older Excel versions
• You must have QuickBooks Online Advanced or the Accountant version
• You will need to install Spreadsheet Sync from within QuickBooks
• You must be the Admin user to access/install Spreadsheet Sync. But once installed you can grant user permissions.

1. You will know if you are logged in as an Admin if when you go to the Reports page the “Create new report” drop down button is visible.

Admin User view

2. If you are not logged in with Admin permissions — you won’t see “Create new report”.

Non-admin User View

3. To install Spreadsheet Sync — click on down arrow and select “in spreadsheet”

In Spreadsheet Button

4. From this window you install the Spreadsheet sync add-in and then login to your Intuit account. Click on Next and then the Let’s go Button.

Next and Let’s Go

5. You will be prompted to allow QB to open Excel — check the box and click Open.

Allow Excel to Open

6. Excel will open and you will be prompted to Accept and Continue

Accept

7. Excel will now contain a Home Tab for QB Spreadsheet Sync on the far right.

Spreadsheet Sync Tab

8. This Addon will connect to your QB data after you login to your QB Account.

Sync login

9. Once logged in you will have the following options:

Sync options

Run Report

• You can select your QB company and then choose a report from long list of report templates
• There are various options for filters, etc.
• After running the report you can select to have the Excel spreadsheet automatically updated

Run Report

Run multi-company report

• Here you can create a group and then select multiple companies to report together
• Additional filters and formatting options are available

Multi-company

Create or edit records

• Choosing this option will clear all data from the spreadsheet. You will want to start with a blank excel file
• “Create” allows you to add new records to QB — import instructions are included on separate tab
• “Edit” will pull data from QB that you can modify and sync back to QB
• Records that are available to import and edit/sync:

1. Invoices and Bills
2. Journal Entries
3. Expense & Sales Receipts
4. Vendors & Customers
5. Chart of Accounts
6. Inventory Items
7. Time Activities
8. Classes & Departments
9. Estimates
10. Employees
11. Purchase Order

Select Type

Create and sync budgets

• Just like Create or Edit records, this option allows you to create or edit/sync a budget in Excel to QB

Budgets

Test this feature out and see if you can discover your own valuable and time saving tips and tricks.