How do I get my data out of QB Online when the company is closing and I need to keep copies of the records but want to close the QB Online account?

Hi there, @info16.

Welcome and thank you for posting here in the Community.

I'd be delighted to help you get/save your data in QuickBooks Online (QBO) when closing your QuickBooks.

To get your data from QBO, you can open/run a report an export to excel. Let me show you how:

1. Click Reports at the left pane.
2. Search for the report you'd like to view.
3. At the top right of each report, click on the Export icon's drop-down arrow beside the Print icon.

You may check this article for additional reference: How to export QuickBooks Online reports to Excel.

In addition, once you've cancelled/close your QBO subscription, your data will be available in read-only access for 1 year from the cancellation date. As long as you're within the read-only access period of your canceled account, you'll still be able to export your data.

Feel free to leave a comment below if you have any other questions about exporting QBO transactions. Have a good one!

Do we still have access to all of the reports after we cancel our QBO subscription? 

Thanks for joining this discussion, @Ebyste00,

Yes. You're still able to access your reports within a year from the date of cancellation. Your account will be available in read-only access so you can still export or backup the data for safekeeping purposes.

If you're trying to cancel a trial account, your data will be available for up to 90 days.

After cancelling your account, access it under the Cancelled Companies. This is how it looks like:

I'll be attaching some articles that you might find helpful before you cancel your subscription with us. Here are some:
 

• Cancel your QuickBooks Online subscription or trial
• Export reports, lists, and more
• Back up and Restore (QuickBooks Online Advanced users only)

If you want a third-party tool to backup your data, access our Apps Site to find the best tool for you. Simply click this link then type "backup" in the search box.

I'd like to make sure you're all set. If you have other questions or clarifications, feel free to connect with me anytime. I'll be more than happy to help. Have a lovely day!

I am closing my company down and need to be sure I can still access all the relevant company data for the 7 years required by HMRC. How can I do that? I need to retain all my business receipts which are electronically stored in QuickBooks Online as well as invoices.

Export your reports out and utilize a 3rd party tool to export all transactions data to XLS.

https:// transactionpro.grsm.io/qbo

As for insurance, migrate your data to QB Desktop file. You may open it later on a trial license if required.

Was this ever answered?  I'd like to know the answer to this too.

@GerriCStage 

My last previous reply should answer the question. Any special concerns? Do you need to migrate data to another accounting app?

Not really.  Is there a way of paying for storing the data in Quickbooks on line for the 7 years so it's accessible.  I too have all my receipts for the last few years in there on bills and invoices and the like.  I'd rather not be faffing around downloading stuff.  This isn't an immediate need, but may be in the coming years.

After you cancel your account, resubscribe and pay it for one month for every 12 months to keep your data. But you should convert your data as well to QB Desktop file format as for insurance.

You might consider buying a copy of QuickBooks Desktop 2021 or 2022 and exporting all of your data.

https://quickbooks.intuit.com/learn-support/en-us/help-article/import-export-data-files/export-conve...

Since you will not need Support or Online Banking access, it won't matter when it expires in 3 years.  You'll still have access to the data and the reports.

Be sure to COMPARE BALANCES after you import into QBD.  Make sure everything looks correct before you shut down your QBO Account.

I understand that I have "read only" access for one year after canceling. 

However, am I still able to access and print T4's come next years tax season for my employees?

Hi KW2016.

Allow me to explain more about what happens when you cancel your QuickBooks Online account.

You're correct about having read only access when cancelling your QuickBooks Online account this means that you can still view information you already entered into it. If you try and enter anything new like creating and printing T4's you'll be asked to subscribe again to do so.

If you have any questions let us know and we'd be happy to help.

We closed our account after we sold our business, but now I need our general ledger for tax purposes. How do I get this report?

@R_lynch615 

When did you cancel your QBO account?

Hi there, R_lynch615. I'll make sure you'll get the data you need. 

Once you cancel your account, You're still able to access your reports within a year from the date of cancellation. Your account will be available in read-only access so you can still export or backup the data for safekeeping purposes.

 Once the given time is up, Intuit cleans out the data from canceled accounts. 

To get your data from QBO, you can run a report and export it to excel. Let me show you how:

1. Click Reports at the left pane.
2. Search for the report you'd like to view.
3. At the top right of each report, click on the Export icon's drop-down arrow beside the Print icon.
4. Select Export to Excel. 

You may check this article for additional reference about exporting reports, lists, and other data from QuickBooks Online.: How to export QuickBooks Online reports to Excel.

Please visit these articles to know about the life of your QBO data after you end your QBO subscription and how to resubscribe:

• What happens to my QBO data after I cancel?
• How to resubscribe or reactivate QuickBooks Online

If you need further assistance with your data, just comment down below. The Community always has your back. Have a great day!