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Export your QuickBooks Online data

by Intuit15 Updated 4 days ago

Learn how to export your reports, lists, and other data from QuickBooks Online.

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!

Tip: You can also use third-party apps to backup your data in QuickBooks Online.

Export your reports and lists

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

  1. Go to Reports (Take me there).
  2. Find and select Recurring Template List.
  3. Select the More actions ▼ dropdown, then select Export to Excel.
  1. Go to Reports (Take me there).
  2. Find and select Account List.
  3. 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.
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 Products and Services (Take me there).
  2. Select the Export Image Alt Text icon.
QuickBooks Online EssentialsQuickBooks Online PlusQuickBooks Online Simple Start

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