How to Use QuickBooks Spreadsheet Sync (And Why It's a Game-Changer)

I mentioned QuickBooks Spreadsheet Sync in a recent video and someone asked for more info - so here we are!

If you love Excel, if you’re trying to build useful client-facing reports, or if you just want more flexibility than what QuickBooks Online dashboards give you… Spreadsheet Sync might be your new best friend.

Let’s walk through what it is, how to set it up, and how to actually use it.

What is Spreadsheet Sync?

Spreadsheet Sync is a tool included in your QuickBooks Online Advanced or Accountant subscription - yep, no extra charge. It lets you connect your QBO data directly to Excel or Google Sheets, so you can pull in live financial information and use it however you like.

That means:

• No more exporting reports every month

• No more manually copying and pasting data

• Your spreadsheets stay up-to-date as the books update

Basically, it's a dream if you're building management accounts for your clients (or for yourself!).

Why I Love It (and How I Use It)

In my own practice, I use Spreadsheet Sync to create consistent monthly packs for clients. Things like:

• P&L reports with colour-coded charts

• Expense summaries with category-level breakdowns

• Cash flow trackers that update automatically

It gives me total control over the design - I can make reports look client-friendly, highlight what matters, and cut the fluff.

How to Set Up QuickBooks Spreadsheet Sync

Here’s a super quick setup guide:

1. In QuickBooks Online, go to the gear icon > Tools.

2. Find “Spreadsheet Sync” and follow the on-screen instructions.

3. Open Excel or Google Sheets and install the “QuickBooks Spreadsheet Sync” add-in or add-on.

4. Once installed, log in with your Intuit credentials.

5. Choose your company and start importing data into your sheet!

That’s it. You’ll then have a side panel where you can pull in P&Ls, balance sheets, trial balances, customer lists, transactions.

What Can You Sync?

A few things you can bring into your spreadsheet:

• Profit and Loss

• Balance Sheet

• Trial Balance

• Customer and Vendor lists

• Individual transactions

• Account balances

Then you can build pivot tables, graphs, KPI dashboards, you name it.

Tips for Getting Started

• Start with something simple - like pulling a P&L and adding your own conditional formatting to highlight key variances.

• Save a master template you can duplicate for each client or month.

• se Excel’s formulas and charts to bring the data to life - that's the whole point!

• Play around with date ranges - the sync tool lets you refresh the data each month without rebuilding anything.

Final Thoughts

Most people I speak to don’t even know Spreadsheet Sync exists - but once you try it, it’s hard to go back. It gives you proper control over your reporting without having to leave Excel. And your clients? They’ll get clearer, better-looking financials.

Don’t forget - this tool is already included in QBO Advanced and Accountant subscriptions. So if you’re paying for that, go make the most of it.

PS: If you’re a bookkeeper and want help building and selling management accounts - that’s what I do! Check out my other resources or follow me on Instagram for tips.