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Export your data from QuickBooks

by Intuit•25• Updated 1 month 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.

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:

  1. Go to Settings Settings gear icon., the select Export data.
  2. On the Reports tab, set the date range.
  3. Add or remove items from the Reports and Lists tabs by turning the toggle on or off.
  4. Select Export to Excel.

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

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

Follow this link to complete the steps in product Open this link in a new window

  1. From the Type ▼ dropdown, select Estimates.
  2. Set your date range from the Date ▼ dropdown, and apply any other filters you need.
  3. Select the Export to Excel Image Alt Text icon.

Follow this link to complete the steps in product Open this link in a new window

  1. From the All transactions ▼ dropdown listing types of transactions, select Purchase order.
  2. Select the FilterCustomise alternate icon. icon.
  3. Set the date range and any other filters you need, then select Apply.
  4. Select Export to ExcelImage of the Export to excel icon..

Follow this link to complete the steps in product Open this link in a new window

  1. Select a customer whose statement you need to export.
  2. From the Statements tab, select the statement you need to export. If you can't find the statement, modify the date range from the Date ▼ dropdown. 
  3. Select Print, then select the Download icon.
  4. Follow the steps to save the statement. The statement will be exported in a PDF format.
  1. Go to Settings Settings gear icon. and in the LISTS column, select Attachments (Take me there).
  2. Select the attachments you want to export.
  3. Select the Batch actions ▼ dropdown, then select Export.

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

Follow this link to complete the steps in product. Open this link in a new window

  1. Find and select Recurring Template List.
  2. Select the More actions ▼ dropdown, then select Export to Excel.

Follow this link to complete the steps in product. Open this link in a new window

  1. Find and select Account List.
  2. Select the More actions ▼ dropdown, then select Export to Excel.
  1. Go to Settings Settings gear icon. and in the LISTS column, select Products and Services (Take me there).
  2. Select the More ▼ dropdown, then select Run report.
  3. Select the More actions ▼ dropdown, then select Export to Excel.

In QuickBooks Sole Trader

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

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:

  1. Go to Settings Settings gear icon., the select Export data.
  2. On the Reports tab, set the date range.
  3. Add or remove items from the Reports and Lists tabs by turning the toggle on or off.
  4. Select Export to Excel.

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

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

Estimates

  1. Go to Customers and goals and select Customers.
  2. Select the customer, then select Transaction List.
  3. From the Type ▼ dropdown, select Estimates.
  4. Set your date range from the Date ▼ dropdown, and apply any other filters you need.
  5. Select the Export Image Alt Text icon.

Products and Services

  1. Go to Get paid and select Products and Services (Take me there).
  2. Select the Export Image Alt Text icon.
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