Data access

Good day, Davidtaos.

I'll share details with you what will happen when a QBO subscriptions ends.

If you cancel your account during your free trial, you can still open and view your data until your next billing date. After that, you'll have read-only access to QuickBooks for one year. This will start from the date you cancel your subscription.

For paid accounts, your data will be intact as a read-only file for one year. This lets you pick up where you left off if you decide to come back. During this time, the file will remain in a read-only state unless you choose to resubscribe or reactivate your subscription. We delete the data after one year.

Let me share this article for additional details about this: Cancel Your QuickBooks Online Subscription or Trial.

You'll want to export your data out of QBO so you can keep a copy of it. Here's how:

1. Click the Gear icon and select Export data. 
2. Proceed to the List or Reports tab, then select what reports or lists you want to export by toggling the slider.
3. Click Export.

You can read more details about this here: Export Data Out of QuickBooks Online.

Additional references about saving your data out of QBO are discussed here:

• Export Data, Reports, Lists, and More from QuickBooks Online 
• Export Your Reports to Excel from QuickBooks Online 

Let me know if that answers your question about keeping access to your account. We're always here to help if you have more questions for us. 

Is this true for both additions, online and desktop?

I did not think that the desktop version stored data online. That is why it doesn't make sense to not make the file read only forever. Here is an example..... If I sell an item with a 5-10 year warranty, the last year of my business, how will I be able to find the information that I would need to process the warranty? This is just one example of a big problem with only one year of access. It feels like QB is only into making money at every cost and no loyalty to its loyal customers. Pretty much extortion! I wonder how most QB user feel about this, and do they even know this? It is not something that QB advertises and until 2022 it wasn't like that. For the record I am against this policy.

Thank you for your prompt reply, @Davidtaos.

My colleague is correct about having a year to get read-only access to your data after cancellation in QuickBooks Online (QBO). On the other hand, QuickBooks Desktop (QBDT) users will no longer be able to access their data once their subscription expires.

I understand how this can be beneficial to your business. In this, I recommend you export your data from your company file to get a copy of them. Otherwise, QuickBooks Online will delete all your company data after a year of cancelation.

Here’s how you can export them:

1. Select the Gear icon from the toolbar.
2. Under Tools, select Export Data.
3. On the Reports tab, set the date range.
4. Add or remove items from the Reports and Lists tabs by toggling the slider.
5. Select Export to Excel.

Moreover, you can check out this article to know what data you can export from QBO: Export reports, lists, and other data from QuickBooks Online.

Once you decided to re-subscribe to the product, you can import them back. Also, please consider the following when importing them: Import Data to QuickBooks Online.

Additionally, here's how you can export files from your QuickBooks Desktop. Perhaps you have noticed that the article is listed in the USA section. The specifics and procedures nonetheless remain relevant: Import and export data in QuickBooks Desktop.

If you have more concerns about accessing your data, please don’t hesitate to post them here. Have a good one!

@Davidtaos 

For the record I am against this policy

Unfortunately they have the "right" to "force" this policy. You may consider using QB Online Accountant US version for free so that your archive can be accessed at any time and purchasing a third-party service to convert your QB Desktop data. Then you can use another system to set a new fiscal year.

I do not have the QB online. I have the 2022 desktop version that is $649. How do I export my files from there?

I don't understand. I did not see a free addition of accountant. I do see where AccountEdge Pro offers that service if I was to switch to that accounting program but it starts at $1500. Is there any way to save or export any files from this desktop version of QB? Can any of it be saved to a spread sheet?

1. Signup for QBO Accountant US account for free

2. Purchase a one time license for TP for Desktop and utilize the exporter tool

https://get.transactionpro.com/qbd

3. Purchase the subscription for TP Importer for Online when you are ready to import the data from XLS

4. You will import data starting from CoA, Lists and Transactions

I might have found a way. Go to reports, to lists, click on which list you want and arrange and customize to get everything you want, then to excel and create. You then have a file that you can view and possibly import into something else? I'm still working on the rest but will update as I find more info on how to get away from QB. I am looking at (manager.io) which is free and also AccountEdge Pro which is about $700 and similar to QB interface. And you do have lifetime access to all of your data and you don't have to pay a yearly subscription fee to do so.

If I have the desktop version of QuickBooks, can I still use that version if I don't use payroll of any bank feeds or online features?  Will I still be able to use my company file and manually input all transitions?  I have a small business with a limited number of sales and expenses.  Manually imputing data is not a problem as long as I can still run the reports required for my accountant and filling out sales tax reports.

Let me share some information about the QuickBooks Desktop (QBDT) process. @KL Melvin.

Yes, you can enjoy a QBDT account without using payroll and online banking features as long as your account is active. 

Also, you may check this article to know more about switching over to QuickBooks Desktop: Export and convert your QuickBooks Online data to Desktop.

For instance, you need to create a backup file of your company; see this article for the detailed steps: Back up your QuickBooks Desktop company file.

Plus, to ensure the continuity of operations and receive the latest features, you need to upgrade it before the discontinuation end. Visit this article as your reference: Upgrade QuickBooks Desktop Pro, Premier, or Enterprise.

Please let me know if you have additional questions about migrating or anything else QuickBooks-related. Have a good day.

Hey KL

Unfortunately I found that if I hadn't been online for several days, (I live off grid and don't always need to be online to do my work) QB wouldn't even let me access my file without getting online to verify my subscription. I think that they have us over a barrel and are just interested in (MONEY) holding us hostage for their program to open our data. Even if you back everything up, you still have to manually look through the excel or pdf's to find what you are looking for. I can't believe they won't make our files read only once our subscription expires and at least allow us to look at our own data. IF YOU HAVE THE DESKTOP VERSION AND QUIT PAYING YOUR SUBSCRIPTION FEE, YOU CAN MAKE QB THINK IT IS STILL HAS A SUBSCRIPTION. MAKE SURE THAT YOU ARE OFFLINE AND RESET THE DATE ON YOUR COMPUTER TO BEFORE YOUR SUBSCRIPTION EXPIRED. THEN OPEN QB AND LOOK AT OR ADD OR DELETE WHATEVER YOU WANT AND THEN SAVE IT. IF YOU OPEN IT AGAIN USE THE SAME DATE. MAKE SURE THAT YOU ARE OFFLINE ANYTIME THAT QB IS OPEN. GOOD LUCK!

DavidTaos