Accounting: Importing Customers from your Accounting Platform
Overview
You can easily import your existing customers from your accounting platform into RoasterTools. This allows you to quickly set up your customer base without manual entry.
Note: this article is for Quickbooks Online accounting connections that were connected after January 1 2026, and all Xero or Quickbooks Desktop connections.
For Quickbooks Online connections that were created earlier than 2026, please see this help doc for uploading a CSV of customers.
Steps to Import Customers
1. Go to your Accounting Connection
- Go to your profile/name > integrations > Click on the name of your accounting integration
2. Navigate to Customer Tab
In RoasterTools, go to
Name > Integrations > select accounting integration name > select the customer tab (see image below if not sure what this looks like)
3. Filter Your Customer List
Before importing, apply filters to bring in only active, relevant customers:
- Last Order Date Filter: Set a date range (e.g., "last order date is after [6 months ago]") to import only customers who have ordered recently
- Choose your cutoff based on your business needs—some use 3 months, others 6 months (or more)
- Remember: You can always add individual customers later if someone who hasn't ordered in a while needs to place an order
- Status Filter: Select Active to import only customers marked as active in QuickBooks
- This alone can reduce your import by half
4. Select and Import
- After applying filters, review the narrowed list
- Click Select All (top left check box) or manually select specific customers
- Click Import to bring those customers into RoasterTools
Tips
- Start with stricter filters (more recent orders) to keep your initial customer list manageable
- You can always import additional customers later
- Importing active customers early is helpful because you'll need customer data when setting up products with customer-specific pricing, exclusive products, and assigning delivery routes