How to Export Lists From QuickBooks Online to Excel

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:

  1. Click the gear in the upper right corner
  2. Click Export data in the TOOLS column
  3. 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.

Gear menu in QBO showing where you can Export data

You may get a pop-up asking why you’re exporting. Select whatever is appropriate and click Continue.

Why are you exporting pop-up in QBO

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.

Export to Excel button on the Export data screen in QBO

You’ll get a zip file with all the reports/lists as .xlsx files.

The lists you can export from QBO to Excel in a zip file.

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:

QBO Customer List exported to Excel

Employees List

The employee list includes contact information like the employee’s name, phone number, email, and address:

QBO employee list exported to Excel

Vendors List

The vendor list includes contact information like the vendor name, phone numbers, emails, contact name, address, and account number:

QBO vendor list exported to Excel.

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.

Navigating to the Chart of Accounts using the left side menu in QBO

Click the Run report button on the upper right in the Chart of accounts.

Run report button in the QBO 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.

Exportin your list of accounts to Excel in QBO

Here’s an example of what this looks like:
QBO Chart of accounts exported to Excel

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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This content is for information purposes only and should not be considered legal, accounting, or tax advice, or a substitute for obtaining such advice specific to your business. Additional information and exceptions may apply. Applicable laws may vary by state or locality. No assurance is given that the information is comprehensive in its coverage or that it is suitable in dealing with a customer’s particular situation. Gentle Frog, LLC does not have any responsibility for updating or revising any information presented herein. Accordingly, the information provided should not be relied upon as a substitute for independent research. Gentle Frog, LLC does not warrant that the material contained herein will continue to be accurate, nor that it is completely free of errors when published. Readers and viewers should verify statements before relying on them.

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