What This Guide Does

This guide shows you how to get your account list from QuickBooks and upload it to our system. Think of it like copying your account names and numbers from QuickBooks to our software.

⚠️ Important: Your File Must Have These 4 Columns

Your file needs exactly these four columns (no more, no less):

Column A: Account # (with the # symbol) Column B: Type Column C: Account Column D: Detail Type

If You See This Error:

This error means your file doesn't have the right format. Here's how to fix it:

1. Wrong column names - Make sure your columns are named EXACTLY: Account #, Type, Account, Detail Type
2. Too many columns - You must DELETE all other columns. Only keep these 4!
3. Not a CSV file - Make sure you saved it as CSV, not Excel
4. Extra rows - Delete any header rows or total rows

When you see this error, go back to Excel and fix these issues, then try uploading again.

Getting Your File from QuickBooks

Step 1: Open QuickBooks and Find Your Accounts

1. Sign in to QuickBooks Online
2. Click Accounting in the menu (usually on the left)
3. Click Chart of Accounts

Step 2: Make a Report

1. Click the Run Report button.
2. Your account list will appear on screen

Step 3: Download as CSV

1. Click the Export button.
2. Choose Export to CSV
3. Save it somewhere easy to find (like your Desktop)

📝 Note: The file MUST be CSV format - this is super important!

Fixing Your File in Excel

Step 1: Open Your Downloaded CSV File

Open the CSV file in Excel (it should open automatically)

Step 2: Delete the Extra Stuff at the Top

QuickBooks adds extra text at the top, like:

• Your company name
• Report title
• Date range

Delete ALL these rows until you get to where the actual column headers start.

Step 3: Delete the Bottom Total Row

1. Scroll to the bottom.
2. Find any rows that say "Total"
3. Delete these rows completely.

Step 4: DELETE All Extra Columns (Very Important!)

You'll see many columns in your file. You must DELETE all columns except these 4:

1. Keep these columns and rename them if needed:

   • Account Number → Rename to Account #
   • Type → Keep as Type
   • Full Name → Rename to Account.
   • Detail Type → Keep as Detail Type

2. DELETE these columns (and any others):

   • ❌ Balance
   • ❌ Description
   • ❌ Bank Balance
   • ❌ Active
   • ❌ Any other columns you see

How to delete columns: Click on the column letter at the top (like E, F, G) and press Delete, or right-click and choose "Delete"

Step 5: Fix the Column Names

Make sure Row 1 has EXACTLY these names:

• Cell A1: Account # (with the # symbol!)
• Cell B1: Type
• Cell C1: Account
• Cell D1: Detail Type

Step 6: Remove Accounts You Don't Need

Delete any accounts that are specific to just one location, like:

• Specific bank accounts (Chase 1197, Wells Fargo 2345)
• Old accounts you don't use anymore
• Test accounts

Keep general accounts that all locations use!

Save Your File as CSV

⚠️ MUST BE CSV FORMAT!

1. Click File → Save As

2. CRITICAL:

   Where it says "Save as type", choose

   CSV (Comma-delimited)

   • ❌ NOT Excel Workbook
   • ✅ YES CSV (Comma-delimited)

3. Name it something simple like "chart_of_accounts"

4. Click Save

5. If Excel warns you about features being lost, click Yes - this is normal!

Upload to AI Growth Advisor

1. Log in to AI Growth Advisor
2. Go to Organization Settings (click your initials in the top right)
3. Click Data Standardization
4. Click Select File and choose your CSV file.
5. Click Upload

If you get an error, check the error section at the top of this guide!

✅ Final Checklist Before Uploading

• [ ] File is saved as CSV (not Excel!)
• [ ] ONLY 4 columns: Account #, Type, Account, Detail Type
• [ ] Deleted ALL other columns
• [ ] No company name or dates at the top
• [ ] No totals at the bottom
• [ ] Column names are exactly right (including the # symbol)
• [ ] Removed location-specific accounts

Keep Your Standard Chart of Accounts (SCOA) Ready!

Once uploaded, you can update your SCOA anytime. This becomes your "master template" that all locations will map to, keeping everyone's accounting consistent.

Still Having Issues?

Just click the chat button to reach our support team. We help people with this every day, and we're happy to walk you through it!