Import Data

Importing Sales, Costs of Goods and Total Expenses

Profit Navigator provides two methods for automatically importing multi-year data into your account. The first is by using an Excel spreadsheet and the second is by connecting directly to your QuickBooks account.

Importing from an Excel Spreadsheet

To use an Excel spreadsheet, you will need to export your data from QuickBooks or otherwise prepare a spreadsheet with Sales, Cost of Goods and Total expenses for each month and year you have been in business. We have provided a short tutorial video below to help you export your data from QuickBooks:

Once you have completed exporting your data from QuickBooks go to the Import Data section.

• Click the button labeled "Choose File" and select the spreadsheet you want to import.
• Once your excel file is loaded, you’ll be presented with a table showing the contents of each sheet found in the Workbook
  • For each sheet, set the year
  • If the layout is the same on each sheet you will only need to do the following once:
    • For each column, select the appropriate month
    • For each row, select the appropriate line item (Sales, Costs of Goods Etc.)
  • If the layout for each sheet is different, you will need to repeat the above for each sheet.
  • If the layout is the same for each sheet, simply use the selector next to the field indicating the year to copy the layout settings from the sheet you configured. This method will save a lot of time otherwise spent manually setting the rows and columns for each sheet.
  • When each sheet is configured, simply click the green import button. When importing is complete, the system will notify you. Check the results of the import in the Planning/Monthly Data Entry area.

Importing directly from QuickBooks

To import directly from QuickBooks, you will need to link your QuickBooks account to your Profit Navigator account. Start by logging into the QuickBooks account you want to link then go to the Import Data section.

In the second blue panel, there will be a button that says "Connect to QuickBooks" that will allow you to start the linking process. After clicking that button you will be taken to a QuickBooks and you will be asked to give permission to link your QuickBooks account to Profit Navigator. If you have multiple companies listed in QuickBooks, be sure that you select the business you are trying to import data for. Finally, click the green "Connect" button and you will be redirected back to the Import Data section.

Once your QuickBooks account is connected to Profit Navigator, the system will get information about the starting year of your business and present you with a list of the years for which data is available. Clicking on a year will connect to QuickBooks and load that data into the page.

When data is first loaded from QuickBooks you will have to set the category for each line item entry because the categories from QuickBooks do not match the same categories in Profit Navigator. If a QuickBooks category has already been mapped to a Profit Navigator category, you will not have to re-submit categorization.

In the first table presented, a list of all transactions for the loaded year will appear with the QuickBooks category, amount, month of entry and a set of radio buttons to select the Profit Navigator category. For each item, click on the Profit Navigator category that best represents the transaction.

For example a QuickBooks category like Income - Landscaping Services - Job Materials - Plants and Soil would be mapped to the category Sales and the QuickBooks category Expenses - Job Expenses - Job Materials - Plants and Soil would be mapped to the category Cost of Goods. You may reach out to the Help Desk or your advisor for assistance in initially setting up your category mapping.

Unless you select Show Mapped Transactions, once you map a QuickBooks category to a Profit Navigator category, any entries using that category will disappear from the list. The first time you map your categories, it is recommended that you have Show Mapped Transactions enabled so that you can review the categories before you complete the initial import process.

Once all the transactions for the loaded year have been correctly categorized, you can click the Import This Year button to finish importing data for the loaded year.

Simply repeat this process for each year listed. Be aware that any transaction that has been categorized in any year will use the same category for all subsequent years you are importing data for and you will only have to select a category for newly discovered QuickBooks categories.