How To Export QuickBooks Online Data to Excel

Written By

In today’s QuickBooks online training blog post, we’re going to talk about how to export your QuickBooks Online data to Excel. If you wanted to keep a backup of your information or view it in a different format, read below to see how it’s done.

The first step we want to do is to navigate to the reports screen. You can do that from almost any part of QuickBooks online but, if you don’t see it, navigate to the Dashboard and look on the left-hand navigation menu.

Navigating to Quickbooks Reports

On the reports screen, you’ll have several items to scroll through. The number of reports available can be quite daunting, so what I usually do is go to the search bar, and for this example, we’re going to search for the General Ledger. We use the General Ledger in this case because it is the master log of all the transactions in your books.

Finding the General Ledger in Quickbooks

Next, we need to tell QuickBooks the dates we are interested in. For this example, we’re interested in the entire year of 2019. We select the dates and then click Run Report.

Selecting date for report
Running report in Quickbooks

To recap, the General Ledger is everything — every transaction in your QuickBooks is here. You can see below that it has categorized the transactions into several accounts:

  • Business Checking 2345
  • Petty Cash
  • Uncategorized Asset
  • Undeposited Funds
  • B of A Credit Card
  • Washington State Department of Revenue Payable
  • Opening Balance Equity
  • Owner’s Pay and Personal Expenses
  • Sales and Product Income
General Ledger accounts

At this point, we’ve navigated to the report of interest: General Ledger, and we’ve told QuickBooks the dates we want the report to cover. Now it’s time to export the report. Find the report by clicking the little paper with an arrow on it on the right-hand side of your screen. Click it, and when a drop-down menu appears, click Export to Excel. Once you do that, within seconds, the download will begin.

Export data from Quickbooks
Export data from Quickbooks
Data exported from Quickbooks

We can now open our excel file and see every transaction from our date range in the spreadsheet. Once we’re done viewing the file, click Save As and save the file as 2019 General Ledger. We will use this filename in a future step.

Viewing exported Quickbooks data as a spreadsheet

So now that we have the basics of how to export a report to Excel, I want to show you how to get a bit more detail out of your QuickBooks. Let’s say we wanted to also grab our Profit and Loss Details and combine it with our other excel archives. To do that, we start in much the same way as before, we go to the reports screen, find the profit and loss statement for the period of interest, and then export.

Finding the Profit and Loss report in Quickbooks
Exporting a Profit and Loss report

To merge this with our other archive, we need to open the item in Excel and right-click on the workbook name. Then, on the menu opened, click “move or copy.” Another dialog box will open, and we tell Excel where we want to move the workbook. In this case, it’s to the other book located in the dropdown menu titled 2019 General Ledger.

Copying a sheet in Excel
Copying a sheet in Excel
Copying a sheet in Excel

And there you have it. Now you know the fundamentals of exporting your QuickBooks information. You can do this with as many reports as you desire. And remember, it’s always better to have a backup and not need it than to need a backup and not have it. To see a video tutorial of this information, check out the embedded video below. Thanks for reading.

Need some one on one Quickbooks assistance?
Share Now

One Response

  1. Hi Rachel,
    Thanks for your informative article! There is also an alternative way to export your QBO data to Excel – Skyvia Excel Add-in (https://skyvia.com/excel-add-in/quickbooks). All you need is download it from Microsoft AppSource and register Skyvia account (for free). That’s it! You can run up to 5 queries per day for free even without SQL knowledge.

Leave a Reply

Your email address will not be published.

Read similar articles

How To Identify What is Open in Undeposited Funds in QuickBooks Online

In this quick tutorial I'll show you an easy way to find the what's open in Undeposited Funds in QuickBooks Online.