Import and export customer and vendor contacts

This explains how to import new records, export records and update existing records, from spreadsheets (CSV files). Learn how to

Import new customer or vendor records
Export all customer or vendor records
Import and update existing customer and vendor records

Import new customers and vendors

Use the section to learn how to import new product and service records from a spreadsheet (CSV file)

If you want to update existing records, see Update existing records

Before you begin

We recommend that you use our template to make sure your CSV has the correct column headings.
You must use separate CSV files for customers and vendors.
Each CSV file must use the correct headings and cell formats. We recommend that you download a copy of our template file and then paste the details of your customers or vendors.
You must complete all the compulsory columns.
Every contact you import must a have Reference.

Download the CSV template file

Prepare the CSV file

If you already have a file, compare it to the template file before importing your contacts. The column headings and data format in your file must match the template.

If you don't have a file, you can add your contacts to the template file. Leave the column headings as-is and then replace the sample data with your contacts, using the same format.

Note:

The maximum file size you can import is 0.5MB. If your file is larger, split it into another file.

When preparing your file, use the table below to ensure that your file format is correct. Remember that the header row in your CSV file must use the same headings as shown in the Field name column below.

Field name	Type	Required	Notes
Reference	Text	Yes	Maximum 10 characters and must be unique to this record.
Business Name	Alphanumeric	Yes	Enter the contact's business name.
Currency	Text	No	This is the currency code (for example, for United States dollars, the code is USD; for Canadian dollars, the code is CAD). To use your default currency leave this blank. Note: To import a foreign currency, you must first enable foreign currency transactions.
Credit Limit	Alphanumeric	No	Contact’s credit limit.
Main Address Type	Alphanumeric	No	To use the default of Delivery, leave this blank. Alternatively, enter one of the following: Delivery Accounts Sales Purchasing
Main Address Line 1	Alphanumeric	No	Maximum 50 characters.
Main Address Line 2	Alphanumeric	No	Maximum 50 characters.
Main Address City	Alphanumeric	No	Maximum 50 characters.
Main Address State/Province	Alphanumeric	No	Main address state (US) or province (CA). Maximum 50 characters.
Address 2 ZIP Code/Postal Code	Alphanumeric	No	Address 2 ZIP code (US) or postal code (CA). Maximum 10 characters.
Main Address Country	Alphanumeric	No	This is the country code, for example, US for United States., CA for Canada. Maximum 2 characters.
Main Contact Name	Alphanumeric	Yes	Enter the name of the contact at this company, alternatively to use the default of Main Contact, leave this blank.
Main Contact Phone	Numeric	No	Maximum 50 characters.
Main Contact Mobile	Numeric	No	Maximum 50 characters.
Main Contact Email	Alphanumeric	No	This must be a valid email address, for example, [email protected].
Main Contact Fax	Numeric	No	Maximum 50 characters.
Address 2 Type	Alphanumeric	No	To use the default of Delivery, leave this blank. Alternatively, enter one of the following: Delivery Accounts Sales Purchasing
Address 2 Line 1	Alphanumeric	No	Maximum 50 characters.
Address 2 Line 2	Alphanumeric	No	Maximum 50 characters.
Address 2 City	Alphanumeric	No	Maximum 50 characters.
Address 2 State/Province	Alphanumeric	No	Address 2 state (US) or province (CA). Maximum 50 characters.
Address 2 ZIP Code/Postal Code	Alphanumeric	No	Address 2 ZIP code (US) or postal code (CA). Maximum 10 characters.
Address 2 Country	Alphanumeric	No	This is the country code, for example, US for United States, and CA for Canada. Maximum 2 characters.
Ledger Account	Numeric	No	Note: To use the default ledger account, leave this blank. For customers, the default sales ledger account is 4000, and for vendors, the default expense ledger account is 5000. To check your ledger account codes, go to Settings, and under Financial Settings, click Chart of Accounts.
Payment Terms	Numeric	No	The number of credit days this contact has. To use the default payment terms, leave this blank.
Notes	Alphanumeric	No	Maximum 500 characters.
Bank Account Name	Alphanumeric	No	Enter the name of the contact’s bank account. Maximum 50 characters.
Bank Account Number	Numeric	No	Maximum 25 characters.
Statement Run	Text	No	Customers only Leave blank to use the default method selected in the Statement settings. To send by post, enter Post. To send by email, enter Email.
Active	Text	No	To mark the customer as Active, leave this blank. To mark the customer as Inactive, enter No.
Analysis Type 1	Text	No	The analysis type must already exist and the text must exactly match
Analysis Type 2	Text	No	The analysis type must already exist and the text must exactly match
Analysis Type 3	Text	No	The analysis type must already exist and the text must exactly match

Import the contacts file

Export contacts

There are 2 ways to export customer and vendor details

Use the option to Export all records.
Export selected records from the customer or vendor list

Export all records

This exports all customer or all supplier records to separate CSV files. The export contains all fields in the customer or supplier records except the Analysis Types.

From Contacts, select Customers or Vendors.
Choose Export all from the New customer or New vendor drop-down.
The export file may take a few minutes to create. Check for a notification on the toolbar to tell you when the file is ready.

You can only export one file at a time, so wait for the export to complete before requesting to export again.

Export selected records

This only exports the fields visible on the list for the selected records on the list. Use the icon to add or remove fields before exporting.

From Contacts, select Customers or Vendors.
Select the records to export.
Select the CSV icon from the action toolbar.

Update existing records

This section explains how to update existing contact records from a spreadsheet (CSV file).

To make sure we can identify and update existing records, we use a unique ID. To include this ID in your spreadsheet, you must export all your records first, then update the exported spreadsheet and re-import it.

This is to make sure that you avoid creating duplicates. When the Uniqiue ID column is blank, we create a new record.

Export all your customer or vendor records to a spreadsheet following the steps above.
Open the exported file and make any required changes. Save your file.
From the navigation bar select Contacts.
Select Update customers or Update vendors from the New customer or New vendor drop down.
Drag and drop your updated file, or select Choose, then select Upload file.
Choose how to handle empty cells in your CSV file then Continue.
You'll view a summary of the file you're about to import, when you're happy select Start import.