How Can You Export Your QuickBooks Online Data and Save It Safely?
Keeping a copy of your QuickBooks Online information can be useful when you need to review accounting records outside QuickBooks, share business information, move data to another system, or prepare for a change in your accounting software.
QuickBooks Online provides an Export Data feature that allows you to export many reports and lists to Excel. However, exporting all of your information is not always a one-step process. Some records, including certain estimates, purchase orders, attachments, products and services, and other information, may require separate export procedures.
If you want a more complete copy of your QuickBooks Online information, it is important to understand which data can be exported together and which information needs to be handled separately.
What Types of QuickBooks Online Data Can You Export?
QuickBooks Online provides options for exporting many types of business and accounting information.
Depending on the data you need, you may be able to export:
Financial reports
Customer information
Vendor information
Employee lists
Account information
Posting transactions
Products and services
Individual reports
Other available business lists
The main Export Data feature can combine many reports and lists into an export, while certain types of information require separate steps.
How Can You Export QuickBooks Online Reports and Lists?
The main Export Data option is a convenient starting point when you want to save multiple reports and lists.
Follow these general steps:
Sign in to QuickBooks Online.
Select Settings.
Choose Export data.
Select a reason for exporting if QuickBooks asks you to provide one.
Open the Reports tab.
Select the required date range.
Choose the reports and lists you want to export.
Select Export to Excel.
Choose where you want to save the downloaded file.
Select Save.
The selected reports and lists are exported as Excel files within a ZIP file.
How Can You Export an Individual QuickBooks Online Report?
If a particular report is not included in your main export, you can export that report separately.
To do this:
Open Reports.
Select Standard reports.
Search for the report you need.
Open the report.
Select Export or Export/Print, depending on the QuickBooks interface.
Choose Export to Excel.
Save the file to your preferred location.
Some reports can also be customized before exporting, allowing you to include only the information you need.
How Can You Export Customer Information?
Customer records can be exported separately from the Customers area.
A general process is:
Open All apps.
Go to Customer Hub.
Select Customers & leads.
Locate the export option near the print option.
Choose Export to Excel.
Save the exported file.
You can also use the Customer Contact List report if you need to customize the customer information included in the export.
How Can You Export the QuickBooks Chart of Accounts?
Your Chart of Accounts can also be saved outside QuickBooks Online.
Follow these steps:
Open Reports.
Select Standard reports.
Search for the Account List report.
Open the report.
Select the export option.
Choose Export to Excel.
Save the file.
This provides a separate copy of your account list that can be stored for future reference.
How Can You Export Products and Services?
Products and services may need to be exported separately from the main Export Data process.
To export this information:
Open All apps.
Select Sales & Get Paid.
Choose Products & services.
Select More.
Choose the available option to run reports.
Export the report to Excel.
Save the file to your computer.
Keeping this information separately can be useful if you need a more complete record of your QuickBooks Online business data.
Can You Export Everything From QuickBooks Online at Once?
Not always.
QuickBooks Online's Export Data feature allows many reports and lists to be exported together, but certain types of information may require separate export steps.
For example, the source identifies information such as:
Estimates
Purchase orders
Attachments
Products and services
Certain lists
Other records
as information that may need separate handling.
Therefore, if your goal is to create a more complete copy of your QuickBooks Online information, do not assume that one export file contains everything.
How Can You Keep Your Exported QuickBooks Data Safe?
After exporting your QuickBooks Online information, save the files in a secure location.
Consider keeping copies in more than one appropriate location, such as:
Your computer
An external storage device
Secure cloud storage
Another protected business storage location
Use clear file names and include the relevant date where appropriate. This makes it easier to identify which export contains the information you need.
If the exported data contains sensitive business or financial information, use appropriate security controls and avoid sharing the files unnecessarily.
Can You Export QuickBooks Online Data Before Closing Your Account?
Yes. If you plan to stop using QuickBooks Online, exporting the business information you need before closing or leaving the service can help you retain important records.
Review the types of information your business needs and export the appropriate reports, lists, transactions, and other records.
Because some information may require separate export steps, create a checklist rather than relying on a single export.
Can You Move QuickBooks Online Data to QuickBooks Desktop?
Moving data from QuickBooks Online to QuickBooks Desktop is different from simply exporting reports to Excel.
The source notes that Intuit provides a migration process for moving QuickBooks Online company data to QuickBooks Desktop. QuickBooks Desktop needs to be installed and open during the migration process.
If your goal is to migrate your company rather than simply save reports, use the appropriate migration process instead of treating an Excel export as a complete company-file conversion.
Is Exporting Data the Same as Creating a Complete Backup?
Not necessarily.
An Excel export provides copies of selected reports, lists, and other available information. However, because some QuickBooks Online data requires separate export procedures, exporting the main reports does not necessarily mean that every piece of company information has been captured.
The source also notes that third-party applications may be used for a more complete QuickBooks Online backup solution.
QuickBooks Online Data Export Checklist
Before considering your export complete, review the following:
Export the required financial reports.
Select the correct date range.
Export important customer information.
Export vendor and employee information when needed.
Export the Chart of Accounts.
Export products and services separately if required.
Review estimates and purchase orders.
Check whether attachments need separate handling.
Save the exported Excel files securely.
Keep copies in an appropriate backup location.
Verify that the exported files open correctly.
Use the appropriate migration process if moving to QuickBooks Desktop.
This checklist can help reduce the chance of overlooking important information.
Frequently Asked Questions
Can I export QuickBooks Online data to Excel?
Yes. QuickBooks Online provides options to export many reports, lists, and other business information to Excel.
Does QuickBooks Online export all data in one file?
No. Many reports and lists can be exported together, but some information needs to be exported separately.
Can I export QuickBooks Online transactions?
Yes. QuickBooks Online provides ways to export transaction information through reports and other available export options.
Can I export customer information from QuickBooks Online?
Yes. Customer information can be exported from the Customers area, and the Customer Contact List report can also be used when you need specific customer details.
Can I export my QuickBooks Chart of Accounts?
Yes. You can open the Account List report and export it to Excel.
Can I export products and services?
Yes. Products and services can be accessed through the appropriate QuickBooks Online area and exported through a report.
Can I move QuickBooks Online data to QuickBooks Desktop?
Yes. Intuit provides a migration process for moving QuickBooks Online company data to QuickBooks Desktop.
Is an Excel export a complete QuickBooks Online backup?
Not necessarily. Some information requires separate export steps, so a complete backup strategy may require more than the main Export Data feature.
Conclusion
Exporting QuickBooks Online data can help you keep copies of important business and accounting information, share records, review information outside QuickBooks, or prepare for a software change.
The Export Data feature is a useful starting point because it allows many reports and lists to be exported together. You can also export individual reports, customer information, the Chart of Accounts, and products and services separately when needed.
However, not all QuickBooks Online information is necessarily included in one export. Estimates, purchase orders, attachments, products and services, and certain other records may require separate procedures.
If you need to move your company to QuickBooks Desktop, use the appropriate migration process rather than relying only on Excel exports. Finally, store your exported information securely and verify that the files you need have been successfully saved.
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