Import Hub FAQ

The Import hub is a page in the Admin application where onboarding data imports are initiated and tracked. It provides a central location to manage foundational imports — such as a chart of accounts and vendor records — needed to complete the setup of a new R365 instance. See Import Hub Overview.

The Import hub Onboarding section currently supports two import types: Chart of accounts and Vendors. Each import type displays one status or action at a time — Start, Resume, or Complete — depending on where that import is in the process. See Import Hub Overview for details on each import type.

The Import hub page remains accessible after onboarding.

The Chart of Accounts Import is a one-time import — once marked complete the status is read-only and cannot be reopened. A date and time stamp is added to indicate the time of completion.

The Vendor import can be run multiple times. Vendors are reviewed in the Vendor Import screen with duplicate vendors deselected by default.

No. The Chart of Accounts import is a one-time setup step. Once completed, it cannot be restarted from the Import hub. GL accounts not imported during the initial import must be added manually on the GL Accounts page.

Yes. If the import is started but not completed, the Chart of accounts row in the Import hub shows a Resume button. Selecting Resume returns to the import at the last completed step.

XLS and XLSX files are supported. The maximum file size is 500KB per file. If an Excel file has multiple sheets, the import reads only the last sheet. For best results, export the Chart of Accounts directly from QuickBooks and upload the file without changing the layout, headers, or column order.

Yes. The upload method supports multiple files. Repeat the upload steps to add each file before clicking Import. All files are merged into one unified chart of accounts shared across all legal entities and locations in the R365 instance.

Files that fail validation can be corrected and re-uploaded in the same import session. If a file is not corrected and re-uploaded, the GL accounts from that file must be added manually on the GL Accounts page. Hover over the issue summary in the validation results to view the full list of issues for a file. See the Import a QuickBooks Chart of Accounts article for the full validation outcomes.

After source data is provided, the system automatically maps imported QuickBooks accounts to R365 accounts in the NRA Chart of Accounts. This step runs in the background and does not require the page to remain open. The Import hub page displays a notification when matching is complete. Once AI Account Matching begins, earlier steps in the import are locked and cannot be revisited. See the AI Account Matching section of Import a QuickBooks Chart of Accounts.

Accounts identified as Intercompany, Due To, or Due From are excluded automatically. R365 creates these accounts when legal entities are established, so importing them would produce duplicates. Excluded accounts are not counted in the import summary totals.

When an imported account name conflicts with an existing account of a different GL type, R365 renames the account using the format Account Name - Account Number (for example, Gas - 1000). The renamed account name appears in the account preview before the import is finalized.

R365 automatically assigns an Operational Report Category to each P&L account created during the import. Assignment is based on the account name and GL type, using categories that include Sales, COGS, and Labor groupings. If no matching category can be determined, the category defaults to None. Balance Sheet accounts are not assigned an Operational Report Category.

The upload method requires exporting a COA file from QuickBooks and uploading it manually. The QuickBooks Online integration pulls account data automatically from all connected QuickBooks companies without a manual export. Both methods go through the same AI account matching, bank account review, and import completion steps. See Import a QuickBooks Chart of Accounts.

No. The Chart of Accounts import from QuickBooks Online cannot be run again once confirmed. This is irreversible. Confirm all desired QuickBooks companies are connected before proceeding past the confirmation step.

All connected QuickBooks companies are included in the import. Additional companies can be connected in the Integrations window before selecting + Chart of Accounts. Since the import cannot be run again once confirmed, all companies must be added before proceeding.

The connection can be set up during the import process. After selecting the Integrate with QuickBooks Online method, the Integrations window provides an option to connect. Select the Connection Admin, click Connect to QuickBooks, and sign in with QuickBooks credentials. The window updates to confirm the connection before proceeding.

Vendors are imported through the Import Hub. In the Import Hub, click Start or Resume next to Vendors under the Onboarding section. This opens the QuickBooks Online connection setup, where connected companies are confirmed and vendors are loaded for review. See Import QuickBooks Vendors for the full step-by-step process.

No. The vendor import option is only accessible through the Vendors import in the Import Hub. The + Import Vendors button does not appear on the QuickBooks Connection window when that window is accessed from the Integrations screen.

R365 checks vendor names for duplicates during the import review. Vendors with a matching name are flagged with a warning icon on the QuickBooks Vendor Import Screen and deselected by default. Deselected vendors are not imported unless manually re-selected before clicking Import selected vendors.

Yes. All fields on the QuickBooks Vendor Import Screen are editable before the import is completed, with the exception of the QuickBooks Company field. Click any editable field to update it inline before clicking Import selected vendors.

The vendor is created in R365 without payment terms assigned. Payment terms can be selected from the Payment Terms dropdown on the QuickBooks Vendor Import Screen before import, or added to the vendor record after import is complete.

No. Only active vendors from connected QuickBooks companies appear on the QuickBooks Vendor Import Screen. Vendors marked inactive in QuickBooks are not retrieved during the import.

Yes. After the import completes, R365 automatically maps each imported vendor to the corresponding QuickBooks vendor. Vendors added to R365 outside of the Import Hub require mapping on the QuickBooks Vendor Mapping screen.