How to run a bulk product import into QuickBooks Online and fix common errors?

Once your file and QuickBooks Online (QBO) are ready, follow these steps to run the import, verify the results, and fix any issues that come up.

» How to run the import

1. In QBO, search for Products and Services and open it.
2. Click the dropdown arrow next to the New button (top-right) — click the arrow, not the button itself.
3. Select Bulk Import from the dropdown.
4. Click Browse, select your .xlsx file, and click Next.
5. On the field mapping screen, verify that each QBO field maps to the correct column in your file. Spot-check these key fields:
   • Name
   • SKU
   • Type
   • Sales Price
   • Quantity on Hand
   • Category
6. If any field shows 'Not mapped' or maps to the wrong column, click the dropdown beside it and select the correct column.
7. Click Next, review the summary screen, then click Import.
8. Wait for the progress bar to complete. Do not close the browser tab while the import is running.

» Read the import results screen

When the import finishes, QBO shows a summary with three sections:

• Successfully Imported: The number of rows that went through correctly.
• Rejected / Failed: Rows QBO couldn't process, with a reason listed next to each one.
• Warnings: Usually informational (e.g. a category was auto-created). Review but typically no action needed.

Use the reason listed against each failed row to find the right fix below.

» Spot-check the imported products

Pick a few products and confirm they look right. Search each one in Products and Services and verify the name, SKU, price, and category are all correct.

» Fix any uncategorized products

If products imported without a category, use the batch fix rather than editing one by one:

1. In Products and Services, filter by product group using the search box.
2. Tick the top checkbox to select all visible rows.
3. Click Batch Action → Assign Category.
4. Choose the correct category from the dropdown and confirm.
5. Repeat for each group.

» Update placeholder quantities

If you used a placeholder quantity during import, update it once you have the real count:

1. Open the product in Products and Services.
2. Click the Quantity field.
3. Enter the actual quantity on hand.
4. Set the adjustment date to the date of your physical count.
5. Save and close.

» Common errors and how to fix them

• Duplicate product or SKU rejected. QBO rejects any row where a product with the same name or SKU already exists. Search for the rejected SKU in Products and Services to confirm. If it's an unintended duplicate, delete or rename the existing entry. If you only want to skip that product, remove the row from your file and re-run.

• Products imported but landed without a category. This happens when a category in your file doesn't exactly match one in QBO — including spacing and capitalisation. Confirm every category exists under Manage Categories, then use the batch assign steps above to fix affected products.

• Type field rejected. QBO won't recognise the Type column if it contains anything other than exactly Inventory — no trailing space, not Inventory item, not inventory. Correct the column in your file and re-run.

• SKU field blank on imported products. The SKU column wasn't mapped correctly on the mapping screen. If only a few products are affected, edit them individually in QBO to add the SKU. For a larger number, re-run the import with the correct mapping.

• Price shows as $0 or won't accept transactions. The Sales Price column in your file was formatted as Text. Re-open the file in Excel, change the column format to Number or Currency, delete the affected products in QBO, and re-import.