Category · Bulk edits and imports

Updating a client's product list in bulk?

Price rises, new codes or a tidy-up of a client's product list: an import can change hundreds of items in one go, and the built-in imports can't be undone. These tools add a safety net. Facts come from each tool's own listing.

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A phone and a pen resting on a folder of paperwork on a desk — Photo: Kelly Sikkema on Unsplash

Sound familiar?

Bookkeepers and other users asking recently

“How do you bulk edit products and services?”

The worry is that the import overwrites everything and can't be undone.

r/Bookkeeping · Oct 2026 · Read the thread →
A bulk price change

QuickBooks' only answer is an overwrite import that can't be reversed.

QuickBooks Community · 30 Mar 2026 · Read the thread →
A spreadsheet sync that missed some items and duplicated others

QuickBooks Community · 11 Feb 2026 · Read the thread →
A product import meant to update prices created duplicate items in Xero

Xero has no way to merge items.

Xero Product Ideas, “Merge items” (119 votes), comment 9 Apr 2026 · Read the thread →
A test import replaced every date with today's date

A solo bookkeeper said it took longer than typing it in by hand.

QuickBooks App Store review · 8 Oct 2026 · Read the review →

What we keep hearing: people want to see what will change before it changes, with a way back if it goes wrong. Duplicates do the most damage, because a small change to an item's name or code makes the import add a new item.

Tools worth a look

What each tool says about itself, from its own website or app listing. These tools connect to your accounting file, so read what they say about security before you sign up.

QuickBooks Online

Akika Backups, Copy and Import

QuickBooks Online users importing or copying records

Country not stated on its site (Akika Labs, Inc.)

Imports with a preview, and nothing is written until you approve

Imports products and services, customers, vendors, invoices and more
You see each record as QuickBooks will see it, and nothing is written until you approve
Undo restores from the saved state before the import

US$9.99 per company a month · 7-day trial, no cardVisit site → · QuickBooks App Store →

Xero

PostTrans for XL

Xero users who are comfortable in Excel on Windows

Country not stated on its site (Comtek Accounts Ltd; prices in £)

A Windows Excel add-in for your Xero items

Pull your items into Excel, edit them, and post them back
Only the changed rows are updated, and it highlights invalid codes before posting
Free to test on Xero's demo company

From £29.95 + VAT a monthVisit site → · Xero App Store →

Still missing

We haven't found a Xero tool that compares your file with what's already in Xero and lets you undo the import. Know one? Tell us.

Building one? See what owners are asking →

Facts as shown on each tool's own listing, checked 10 Oct 2026. Prices in US$ for Akika and in £ for PostTrans, as each states them.

Before any import, whatever tool you use

Export the list first and keep the file. It's your only record of what was there.
Don't change item codes in the file. Xero and QuickBooks match on the code (or name), so a changed one becomes a new item.
Test a few rows first, or use Xero's free Demo Company.
Xero's opening balance upload replaces all existing opening balances, so include every item, not just the ones you changed.

Want a shortlist for your setup?

Tell us what you use now and what's getting in the way, and we'll reply with the tools that fit.

Email us

info@in2fpa.com

How we pick

First Contact is a small marketing team. We aren't paid by any tool on this page and these aren't endorsements. We list newer or niche tools that solve the problem owners are asking about, using only what each tool says on its own site. We don't list the big names (Xero, QuickBooks and so on); you already know them.

Not accounting advice. Talk to your accountant or bookkeeper before you change your records in bulk.

Spotted something wrong, or want your tool listed? Email info@in2fpa.com.