You can save and export your QuickBooks Online reports, lists, and other data to your computer. This lets you share and access the data you need, anytime you need it.
Tip: You can also use third-party apps to backup your data in QuickBooks Online.
Export your reports and lists
You can export your reports and lists as Excel files in one .zip file. This lets you save info from posting transactions that impact your account balances, like invoices, receipts, and bills. Here’s how.
Reports | Lists |
General ledger | Customers |
Profit and loss | Employees |
Balance sheet | Suppliers |
Trial balance | |
Journal | |
- Go to Settings ⚙ and in the TOOLS column, select Export data.
- On the Reports tab, set the date from the Pre-selected date ranges ▼ dropdown.
- Add or remove items from the Reports and Lists tabs by turning the switch on or off.
- Select Export to Excel.
- Select OK to make sure that it’s done.
You'll be prompted with confirmation that the data has been exported.
Tip: If you need to export a different report, here's how to export reports to Excel.
Export non-posting transactions and other data
Here's how to export non-posting transactions that don't impact your reports, and other data not included in Reports and Lists.
Estimates
- Go to Sales, then All sales (Take me there).
- From the Type ▼ dropdown, select Estimates.
- From the Date ▼ dropdown, select the date range you want to pull transactions from.
Note: You can apply other filters you need. - Select the Export to Excel
icon.
- Go to Sales and select All sales (Take me there).
- From the Type ▼ dropdown, select Estimates.
- Set your date range from the Date ▼ dropdown, and apply any other filters you need.
- Select the Export to Excel
icon.
Purchase Orders
- Go to Expenses, then Expenses (Take me there).
- Select the Filter ▼ dropdown.
- From the Type ▼ dropdown, select Purchase order.
- Set your date range and any other filters you need, then select Apply.
- Select the Export to Excel
icon.
- Go to Expenses and select Expenses (Take me there).
- From the ▼ dropdown listing types of transactions, select Purchase order.
- Select Filter, set your date range or any other filters you need, then select Apply.
- Select the Export to Excel
icon.
Customer Statements
- Go to Sales, then Customers (Take me there).
- Select the customer whose statement you need to deposit.
- From the Statements tab, select the statement that you want to export. Then, select Print or Preview.
Note: If you can’t find the statement, you can modify the date range from the Date ▼ dropdown. - Select the Download icon. Then, select the folder where you want to save your file.
- Select Save.
- Go to Customers & leads and select Customers (Take me there).
- Select a customer whose statement you need to export.
- 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. - Select Print or Preview, then select the Download icon.
- Follow the steps to save the statement.
Note: The statement will be exported in a PDF format.
Attachments
- Go to Settings ⚙.
- Select Attachments.
- On this page, select the attachments you want to export.
- Select Batch actions and then Export.
Note: Your attachments will be exported in a zip file.
Recurring Templates
- Go to Reports (Take me there).
- Search for the Recurring Template List report and open it.
- Select the Export
icon, then select Export to Excel.
Chart of Accounts
- Go to Reports (Take me there).
- Search for Account List.
- Select Export
icon, then select Export to Excel.
- Go to Reports (Take me there).
- Search for the Account List report and open it.
- If the report opens in:
- Modern view: Select the Export/Print ▼ dropdown, then select Export to Excel.
- Classic view: Select the Export
icon, then select Export to Excel.
Products and Services
- Go to Settings ⚙, then Products & services (Take me there).
- Select the More dropdown arrow, then select Run report.
- Select the Export
icon, then select Export to Excel.
- Go to Settings ⚙ and select Products & services (Take me there).
- Select the More dropdown arrow, then select Run report.
- Select the Export
icon, then select Export to Excel.