Exporting lists from QuickBooks Online (QBO) to Excel is an important skill for managing your financial data outside of the platform.
Whether you’re creating a custom report, performing a deep dive into financial records, or preparing data for collaboration, QuickBooks makes it easy to extract the information you need.
In this guide, I’ll walk you through the steps to export your QuickBooks Online lists—such as your Chart of Accounts, Customers, Vendors, or Products and Services—into an Excel file, so you can work with the data more flexibly.
Quick Instructions:
- Click the gear in the upper right corner
- Click Export data in the TOOLS column
- Click the Export to Excel button
Keep reading for a complete walkthrough with screenshots:
Why Export Lists from QuickBooks Online?
Exporting lists to Excel allows you to:
- Analyze Data More Effectively: Use Excel’s advanced tools to sort, filter, and analyze your data.
- Create Custom Reports: Tailor your lists to meet specific needs, such as preparing for a meeting or sharing information with stakeholders.
- Backup Important Records: Keep a secure offline copy of your financial data for safekeeping or audits.
- Share Data Easily: Collaborate with team members or accountants who may not have QuickBooks access.
Steps to Export Lists from QuickBooks Online to Excel
To find the lists you can export, click the gear in the upper right corner. Then click Export data in the TOOLS column.
You may get a pop-up asking why you’re exporting. Select whatever is appropriate and click Continue.
The Export data screen has two options: Reports and Lists. We’re interested in Lists, but when you click the Export to Excel button, it will download whatever you have checked off from both.
You’ll get a zip file with all the reports/lists as .xlsx files.
I’m using a test QBO account that doesn’t have much information. For examples of these lists with more realistic data, I downloaded the lists from the QBO test drive account, Craig’s Design and Landscaping Services.
Customer List
The customer list includes contact information like the business name, phone number, email, contact full name, billing and shipping addresses:
Employees List
The employee list includes contact information like the employee’s name, phone number, email, and address:
Vendors List
Download Your Chart of Accounts
One list is not included in the Export data section: your accounts in your Chart of accounts.
To download this list, navigate to the Chart of Accounts. There are several ways to get there. One easy way is to click Transactions in the left side menu, then select Chart of Accounts.
Click the Run report button on the upper right in the Chart of accounts.
You now have a list of your accounts with an export icon at the top. When you lick this icon, your top option is to Export to Excel.
Here’s an example of what this looks like:
The Balance on the right is the balance in QuickBooks, and it only appears for accounts with a running balance.
Final Thoughts
Exporting lists from QuickBooks Online to Excel is a straightforward process that allows you to analyze, share, and back up your financial data.
Whether preparing for a meeting, collaborating with your team, or simply safeguarding your records, QuickBooks provides the tools you need to manage your data effectively.
Scroll down if you’d like to watch a video walkthrough.
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If you have questions about exporting data from QuickBooks Online, click the green button below to schedule a free consultation.