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Export reports, lists, and other data from QuickBooks

by Intuit•9• Updated 1 month ago

Note: This article is for customers using QuickBooks Online (Advanced, Essentials, Plus, and Simple Start) and Sole Trader.

There's an easy way to export your QuickBooks reports and lists — you can just download the data from your file onto your computer. That's it!

Export your reports and lists

You can export multiple reports and lists into individual Excel files contained in a single zip file in one step. To export your report or list:

Follow the steps below based on the product you are using.

ReportsLists
General ledgerCustomers
Profit and lossEmployees
Balance sheetSuppliers
Trial balance
Journal
  1. Go to Settings Settings gear icon..
  2. Select Export data.
  3. On the Reports tab, set the date range.
  4. Add or remove items from the Reports and Lists tabs by turning the switch on or off.
  5. Select Export to Excel.

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

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

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

Export non-posting transactions and attachments

Exported reports will include the data from posting transactions like invoices, receipts, bills, balances, and so on. Here's how to export non-posting information that's not included in Reports and Lists.

  1. Go to Sales and select All sales (Take me there).
  2. From the Type ▼ dropdown, select Estimates.
  3. Set your date range from the Date ▼ dropdown, and apply any other filters you need.
  4. Select the Export to Excel Image Alt Text icon.
  1. Go to Expenses and select Expenses (Take me there).
  2. From the ▼ dropdown listing types of transactions, select Purchase order.
  3. Select Filter, set your date range or any other filters you need, then select Apply.
  4. Select the Export to Excel Image Alt Text icon.
  1. Go to Customers & leads and select Customers (Take me there).
  2. Select a customer whose statement you need to export.
  3. From the Statements tab, select the statement you need to export.
    Note: If you can't find the statement, modify the date range from the Date ▼ dropdown. 
  4. Select Print or Preview, then select the Download icon.
  5. Follow the steps to save the statement.
    Note: The statement will be exported in a PDF format.
  1. Go to Settings ⚙.
  2. Select Attachments.
  3. On this page, select the attachments you want to export.
  4. Select Batch actions and then Export.

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

  1. Go to Reports (Take me there).
  2. Search for the Recurring Template List report and open it.
  3. Select the Export Image Alt Text icon, then select Export to Excel.
  1. Go to Reports (Take me there).
  2. Search for the Account List report and open it.
  3. If the report opens in:
    • Modern view: Select the Export/Print ▼ dropdown, then select Export to Excel.
    • Classic view: Select the Export Image Alt Text icon, then select Export to Excel.
  1. Go to Settings ⚙ and select Products & services (Take me there).
  2. Select the More dropdown arrow, then select Run report.
  3. Select the Export Image Alt Text icon, then select Export to Excel.
ReportsLists
Profit and lossCustomers
  1. Go to Settings Settings gear icon..
  2. Select Export data.
  3. On the Reports tab, set the date range.
  4. Add or remove items from the Reports and Lists tabs by turning the switch on or off.
  5. Select Export to Excel.

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

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

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

Export non-posting transactions

Exported reports will include the data from posting transactions like invoices, receipts, bills, balances, and so on. Here's how to export non-posting information that's not included in Reports and Lists.

  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.
  1. Go to Get paid and select Product and services.
  2. Select the Export Image Alt Text icon.
QuickBooks Online EssentialsQuickBooks Online PlusQuickBooks Online Simple Start

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