Can I export transactions when I close my business and want to maintain a record for potential audit purposes?

If you have QBO US version, you can convert your data to a QB Desktop file format and use thet rial version to access your historical dta for good.

Yes, cwilliams3. You can export your transactions and other financial data from QuickBooks Online when closing your business to maintain records for potential audit purposes.

Here's how:

1. Go to the Gear icon in the top right corner.
2. Select "Export Data" under the Tools section.
3. Choose the Reports tab and set your desired date range.
4. Toggle the switches to include or exclude specific Reports and Lists.
5. Click "Export to Excel" to download a ZIP file containing your data.

You can export:

• Profit and Loss Statement
• Balance Sheet
• General Ledger
• Trial Balance
• Accounts Receivable & Payable Aging Reports
• Customer and Vendor Lists
• Chart of Accounts
• Non-posting transactions like Estimates, Purchase Orders, and Recurring Templates.

For further information, please refer to this article: Export your QuickBooks Online data.

Additionally, you can convert your data to QuickBooks Desktop using a trial version format for long-term access using a trial license or use third-party tools.

Please respond to this thread if you have additional clarifications on exporting your data in QBO. We're always here to assist you.

From 2018 to now, I have been using QuickBooks Online on my desktop Mac.

From 2002 to 2018, I used QuickBooks PC on my desktop.

I have had conflicting responses on any possibility of converting to Desktop for archiving purposes only.

I would appreciate clarification.

@cwilliams3 

Are you using a PC or Mac?

Hi @cwilliams3.

Ensuring you have access to your QuickBooks data when closing your business is important, and I’m here to help clarify this for you.

First, if you’re still using QuickBooks Online and haven’t canceled your subscription, I recommend exporting your data. While you’ll retain read-only access for one year after cancellation, exporting ensures you have a permanent, secure backup of your records.

If you want to transfer your data from QBO to QBDT for Mac, you’ll first need to move your QBO data to QBDT for Windows. Once the data is in QBDT for Windows, it can be converted into QBDT for Mac. Please note that this process only works with company files from QuickBooks Desktop Pro, Premier, or Premier Accountant editions. Make sure that both versions of QuickBooks Desktop are updated to the latest release. Additionally, the version of QBDT for Windows must be the same or an earlier version than QBDT for Mac. For example, if you’re converting to QBDT for Mac 2022, you’ll need QBDT for Windows 2022 or an older version.

Lastly, you mentioned using QuickBooks on your PC from 2002 to 2018. If this were QuickBooks Desktop, and you have backups of those files, you can restore them using the trial version of QBDT to view and manage historical data without needing a paid license.

We're here if you have any other questions or need a hand with a specific task in QuickBooks. Just reply to this thread, as we are available 24/7.