Can You Export Quickbooks to Excel?

Are you having trouble exporting Quickbooks data to Excel? You’re not alone! Many business owners are faced with this issue and it can be a source of frustration. In this article, you’ll learn how to easily export Quickbooks to Excel without any problems. We’ll cover everything from the basics of Quickbooks to the different ways to export data, so you can get the results you need in no time.

Exporting Quickbooks to Excel: A Comprehensive Guide

Quickbooks is a powerful accounting software program that helps users manage their finances. It is used by small businesses, individual entrepreneurs, and large corporations alike. It provides a wide range of features, such as invoicing, payroll, and tracking expenses. While Quickbooks is an incredibly useful tool for managing finances, there may be times when you need to export the data to Excel for further analysis. In this guide, we will show you how to export your Quickbooks data to Excel.

Exporting data from Quickbooks can be done in a few different ways. The first way is to use the Quickbooks export feature. This feature allows you to export your data to a spreadsheet in Microsoft Excel format. To use this feature, go to the Reports tab in Quickbooks and select the Export option. From there, you can specify the type of data to export and the file format. Once you have selected the data and file format, click the Export button to save the file to your computer.

The second way to export Quickbooks data to Excel is to use third-party software. There are a number of different software programs that can be used to export Quickbooks data to Excel. Some of these programs are free, while others require a paid subscription. The advantage of using third-party software is that it can be used to export a wide range of data, such as invoices, bank statements, and more.

Advantages of Exporting to Excel

Exporting Quickbooks data to Excel provides a number of advantages. One of the biggest benefits is that it allows users to analyze the data in greater detail. This can be especially useful when preparing financial reports or tracking expenses. Additionally, exporting the data to Excel also makes it easier to share the data with other users, such as colleagues or clients.

Another advantage of exporting Quickbooks data to Excel is that it allows users to customize the data. For example, users can create charts and graphs in Excel to further analyze the data. Additionally, users can also use Excel formulas to calculate certain values, such as total expenses or average cost per item.

Drawbacks of Exporting to Excel

Although exporting Quickbooks data to Excel has many advantages, there are also some drawbacks to consider. One of the biggest drawbacks is that it can be time-consuming. Depending on the amount of data being exported, it can take several hours to transfer the data from Quickbooks to Excel. Additionally, there may also be a cost associated with using third-party software, if one is required.

Another potential drawback is that the data may not be as up-to-date as it would be in Quickbooks. For example, if new transactions are entered into Quickbooks while the data is being exported, they may not be included in the Excel file. Additionally, some data may be lost when exporting to Excel, such as summary information or certain types of formatting.

Best Practices for Exporting to Excel

When exporting Quickbooks data to Excel, there are a few best practices to follow. First, it is important to ensure that the data is up-to-date before exporting. This can be done by refreshing the data in Quickbooks prior to exporting. Additionally, it is also important to back up the Quickbooks data before exporting. This can help prevent any data loss in case of an error.

It is also important to be aware of the different file formats that can be used when exporting Quickbooks data to Excel. The most commonly used formats are .xlsx and .xls. Depending on the software being used, other formats may also be available. Additionally, users should also check to ensure that all of the necessary data is included in the file before exporting.

What Type of Data Can Be Exported to Excel?

Quickbooks data can be exported to Excel in a variety of formats, including CSV, XLSX, and XLS. The type of data that can be exported to Excel depends on the version of Quickbooks being used. Generally, most versions of Quickbooks allow users to export invoices, customer information, transactions, and account balances to Excel. Additionally, some versions also allow users to export payroll information, bills, and vendor information.


Exporting Quickbooks data to Excel can be a useful way to analyze and share financial information. It provides users with the ability to customize the data and create charts or graphs in Excel. However, it is important to follow best practices when exporting, such as backing up the data and ensuring the data is up-to-date. Additionally, users should also be aware of the different file formats that can be used when exporting Quickbooks data to Excel.

Frequently Asked Questions

1. What is QuickBooks?

QuickBooks is an accounting software developed by Intuit and is most commonly used by small and medium-sized businesses. It is designed to help manage financial tasks like tracking expenses, creating invoices, and producing reports. It also has features for tracking inventory, preparing taxes, and payroll.

2. Can you export QuickBooks data to Excel?

Yes, you can export QuickBooks data to Excel. It’s a relatively simple process and can be done in a few steps. First, select the report you want to export from QuickBooks. Then, click the “Export” button in the upper-right corner of the window. You will be prompted to select the type of file you want to save your report as. Choose the “Excel Workbook” option. Finally, click the “Export” button again to save your report as an Excel file.

3. What type of data can I export from QuickBooks?

You can export a variety of data from QuickBooks, including customer lists, vendor lists, invoices, purchase orders, and journal entries. You can also export reports such as balance sheets, income statements, and profit and loss statements.

4. What are the benefits of exporting QuickBooks data to Excel?

Exporting QuickBooks data to Excel can be useful for various reasons. For one, it allows you to view the data in a more user-friendly format. It also gives you the ability to manipulate the data in various ways, such as sorting and filtering. Additionally, it is easier to share the data with others since Excel files are much easier to send via email than the QuickBooks files.

5. Are there any risks associated with exporting QuickBooks data to Excel?

Yes, there are some risks associated with exporting QuickBooks data to Excel. For one, the data may be modified or deleted accidentally, which could affect the accuracy of the data in QuickBooks. Additionally, the data may be formatted incorrectly or be missing data, which could lead to errors in your calculations. It is important to double-check the accuracy of the data after it is exported to Excel.

6. Is there any training available to help me learn how to export QuickBooks data to Excel?

Yes, there are a variety of resources available to help you learn how to export QuickBooks data to Excel. Intuit offers a number of tutorials, articles, and videos on their website that can help you get started. Additionally, there are several online courses and books available that can teach you the basics of exporting QuickBooks data to Excel.

In conclusion, exporting Quickbooks to Excel is a great way to manage your financial data and make sure it is organized and accessible. With the help of Quickbooks, you can easily transfer your data to Excel, making it easy to track, analyze and report your financial data. With a few simple steps, you can have your data ready in a format that is easy to use and understand.