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Export your data from QuickBooks

by Intuit•47• Updated 5 days ago

Learn how to download local copies of your reports, lists, and other business data in QuickBooks Online or QuickBooks Sole Trader.

To begin, find your QuickBooks product in the sections below and follow the relevant steps.

Prerequisites

If you want to get more specific about the data you export, create your own reports using Custom Report Builder.

In QuickBooks Online

There are two main ways to export your data from QuickBooks Online.

Quick tip! You can also use third-party apps to backup your data in QuickBooks Online.

1. Using the Export Data tool

Use this for your main financial reports and contact lists. It allows you to download multiple items at once in a single Excel file.

What you can export here: Profit and Loss report, Balance Sheet report, Trial Balance report, General Ledger report, Customer List, Supplier List, and Employee List.

You can also customise your report to export the data that matters to you most.

To use the Export Data tool:

Go to Settings and select Export data.
In the Reports tab, set the date range from the Pre-selected date ranges ▼ dropdown.
Add or remove items from the Reports and Lists tabs by turning them on or off.
Select Export to Excel.
Select the folder where you want to save your file, then select Save.
Select OK to make sure that it’s done.

Tip: If you need to export a different report, here's how to export reports to Excel.

2. Exporting individual items

For other data like estimates, purchase orders, or attachments, you need to export them from their specific areas in QuickBooks.

Estimates

Go to All apps , select Sales & Get Paid, then select Sales transactions (Take me there).
From the Type ▼ dropdown, select Estimates.
Set your date range from the Date ▼ dropdown, and apply any other filters you need.
Select the export icon.
Select the folder where you want to save your file, then select Save.

Purchase Orders

Go to All apps , select Expenses & Bills, then select Expense transactions (Take me there).
From the All transactions ▼ dropdown, select Purchase order.
Select the Filter.
Set the date range and any other filters you need, then select Apply.
Select the export icon.
Select the folder where you want to save your file, then select Save.

Customer Statements

Go to All apps , select Customer Hub, then select Customers (Take me there).
Select a customer whose statement you need to export.
Select the Statements tab, then select the statement you need to export.
Note: If you can't find the statement, modify the date range from the Date ▼ dropdown.
Select Print or Preview, then select the download icon.
Select the folder where you want to save your file, then select Save.
Note: The statement will be exported in a PDF format.

Attachments

Go to Settings and select Attachments (Take me there).
Select the checkboxes for the attachments you want to export.
Select the Batch Actions ▼ dropdown, then select Export.
Select the folder where you want to save your file, then select Save.

Note: Your attachments will be exported in a zip file.

Recurring Templates

Go to Reports and select Standard reports (Take me there).
Find and select Recurring Template List report.
Select ▼ dropdown next to the export icon, then select Export to Excel.
Select the folder where you want to save your file, then select Save.

Chart of Accounts

Go to Reports and select Standard reports (Take me there).
Find and select Account List report.
Select the export icon, then select Export to Excel.
Select the folder where you want to save your file, then select Save.

Products and Services

Go to All apps , select Sales & Get Paid, then select Products & services (Take me there).
Select the More ▼ dropdown, then select Run reports.
Select the export icon, then select Export to Excel.
Select the folder where you want to save your file, then select Save.

In QuickBooks Sole Trader

There are two main ways to export your data from QuickBooks Sole Trader.

1. Using the Export Data tool

Use this for your main financial reports and contact lists. It allows you to download multiple items at once in a single Excel file.

What you can export here: Profit and Loss report and your Customer List.

You can also customise your report to export the data that matters to you most.

To use the Export Data tool:

Go to Settings and select Export data.
In the Reports tab, set the date range from the Pre-selected date ranges ▼ dropdown.
Add or remove items from the Reports and Lists tabs by turning them on or off.
Select Export to Excel.
Select the folder where you want to save your file, then select Save.
Select OK to make sure that it’s done.

You'll be prompted with confirmation that the data has been exported.

2. Exporting individual items

For other data like estimates, you need to export them from their specific areas in QuickBooks.

Estimates

Go to Customers and goals and select Customers.
Select the customer, then select Transaction List.
From the Type ▼ dropdown, select Estimates.
Set your date range from the Date ▼ dropdown, and apply any other filters you need.
Select the export icon.
Select the folder where you want to save your file, then select Save.

Products and Services

Go to Get paid and select Products and services (Take me there).
Select the More ▼ dropdown, then select Run reports.
Select the export icon, then select Export to Excel.
Select the folder where you want to save your file, then select Save.

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