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therealmccoyheat
August 17, 2021
Question

Closing business and cancel subscription. how do i get all the data for records to keep on my computer?

  • August 17, 2021
  • 2 replies
  • 39 views
No text available

2 replies

Fiat Lux - ASIA
Fiat Lux - ASIA
Level 14
August 17, 2021

You may export your data to QB Desktop file format and open it on the trial license if required. Another option, utilize an exporter tool.

https://transactionpro.grsm.io/qbo

 

C
CharleneMaeFQuickBooks Team
QuickBooks Team
August 17, 2021

It's my priority to ensure you'll be able to keep a handy copy of your data, therealmccoyheat.

 

Aside from the options shared, you can also download your reports, lists, and other data from QuickBooks Online. By doing so, you'll be able to save them to your local hard drive.

 

For your reports and lists, you can export them via Excel. Then, save them on your computer. I'll show you how.

 

  1. Go to the Settings icon from the toolbar.
  2. Under Tools, select Export Data.
  3. On the Reports tab, set the date range.
  4. Add or remove items from the Reports and Lists tabs by toggling the slider.
  5. Select Export to Excel.
  6. Once done, you'll be prompted with a confirmation.

 

In case you need other reports, please browse this article for reference: Export your Reports to Excel.

 

Also, the non-posting transactions won't be included once you exported your reports and lists. To export them, I'd suggest checking out this article:  Download your Data from QuickBooks Online.

 

To learn more about canceling your subscription, please see this article: End my QuickBooks Online Subscription.

 

Additionally, I'd recommend checking out this article to help you learn more about what happens to your data after canceling your subscription: What Does Canceling My Subscription Mean for my QuickBooks Online Data?.

 

Please come back and keep me posted on your progress in saving all your data. I'm always glad to help in any way I can.

C
CharleneMaeFQuickBooks Team
QuickBooks Team
August 19, 2021

Hi therealmccoyheat,

 

Hope you’re doing great. I wanted to see how everything about saving your data before canceling your QuickBooks subscription. Do you have any questions? If you do, just let me know. I’d be happy to help you at anytime.

 

Looking forward to your reply. Have a pleasant day ahead!

E
eisen84
New Member
July 13, 2026

​@therealmccoyheat 

The goal is a copy on your own computer that still makes sense years from now, so pull each of these in both Excel and PDF (the spreadsheet so you can work with the numbers, the PDF as a clean fixed copy an accountant or auditor can open without QuickBooks):

  • General Ledger, set to All Dates. This is the big one, every transaction with its account and amount.
  • Profit & Loss, Balance Sheet, and Trial Balance for each year you were open.
  • The Journal report if you want every line with its debits and credits.
  • Your lists under the gear: chart of accounts, customers, vendors, and products and services.
  • Your attachments, from the Attachments page. Save those to a folder as you go, since they download separately from the transactions they belong to.

If you have a lot of history, run the reports a year at a time so the exports don't time out. Once it's all saved locally you'll have a complete standalone record that doesn't depend on logging back in.

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