Re: This company is no longer active and needs to be archived. we will need access to the date for information purposes only
When you cancel the subscription to QBO, intuit will keep the fill accessible for one year as read only, then intuit deletes it.
With the requirement to keep business records for more than one year, the only thing you can do is to have an accountant log in and print or export to excel the general journal. (Or invite yourself as the accountant, create the log in, and log in as the accountant so you can use the accountant tools.) Due to QBO's limited data handling capability that will probably have to be done in date segments.
QBO data handling capability for reporting is not adequate, if there is more than 5K records it times out and reports that you have too much data. You will have to do a journal report in date range segments, like Jan-Feb, Mar-Apr, etc etc. How many months you can span per report is a guessing game since the report can not deal with more than 5K transactions.