Quick answer: How do you export your data from QuickBooks?
To export from QuickBooks Online, use the built-in export tools and reports to download your chart of accounts, customers, vendors, and transactions as Excel/CSV. From QuickBooks Desktop, export lists to IIF or Excel and run reports to CSV. You can then import these files into another accounting program; BizBooks Pro auto-maps QuickBooks exports during import.
Whether you're switching to a different accounting software, creating a backup, or just want to know your data isn't trapped forever—this guide shows you exactly how to export everything from QuickBooks.
We'll cover both QuickBooks Online and QuickBooks Desktop, with step-by-step instructions for exporting your chart of accounts, customers, vendors, and transactions.
What You Can Export from QuickBooks
Here's what data you can get out of QuickBooks:
| Data Type | QBO Export | QBD Export | Format |
|---|---|---|---|
| Chart of Accounts | Yes | Yes | CSV, Excel, IIF |
| Customer List | Yes | Yes | CSV, Excel, IIF |
| Vendor List | Yes | Yes | CSV, Excel, IIF |
| Products/Services | Yes | Yes | CSV, Excel |
| Transactions | Yes | Yes | CSV, Excel, IIF |
| Invoices | Yes | Yes | CSV, Excel, PDF |
| Reports | Yes | Yes | Excel, PDF |
Pro tip: If you're switching to another accounting software, export in IIF format when possible. IIF (Intuit Interchange Format) preserves the most data structure and is supported by many accounting applications including BizBooks Pro.
Exporting from QuickBooks Online
Export Chart of Accounts
Open Chart of Accounts
Click the gear icon (⚙️) → Select Chart of Accounts
Export to Excel
Click the Export button (or small dropdown arrow) → Select Export to Excel
Save the File
Your browser will download an Excel file with all your accounts, types, and balances.
Export Customer List
Go to Customers
Click Sales → Customers in the left menu
Export
Click the Export icon (usually looks like a box with an arrow) → Select Export to Excel
Export Vendor List
Go to Vendors
Click Expenses → Vendors in the left menu
Export
Click Export → Export to Excel
Export All Transactions
Go to Reports
Click Reports in the left menu
Run Transaction List
Search for "Transaction List by Date" → Set date range to All Dates → Click Run Report
Export
Click the Export button → Choose Export to Excel
Important: QuickBooks Online doesn't export to IIF format. For the most complete data transfer, you may need to export multiple reports and lists separately.
Exporting from QuickBooks Desktop
QuickBooks Desktop offers more export options, including the useful IIF format.
Export Everything as IIF (Recommended)
Open Export Menu
Go to File → Utilities → Export → Lists to IIF Files
Select What to Export
Check the boxes for the lists you want to export:
- Chart of Accounts
- Customer List
- Vendor List
- Item List (products/services)
- Employee List
Save the IIF File
Choose a location and save. This creates a single IIF file with all selected lists.
Export Transactions from Desktop
Run a Report
Go to Reports → Accountant & Taxes → Transaction Detail by Account
Set Date Range
Change dates to cover your full history (or select "All")
Export
Click Excel button → Create New Worksheet
Create a Portable Company File (Full Backup)
Create Portable File
Go to File → Create Copy → Select Portable company file
Save
Choose location and save. This creates a .QBM file that contains your complete company data.
Pro tip: The portable company file (.QBM) is the most complete backup, but it can only be opened in QuickBooks Desktop. For transferring to other software, use IIF exports.
Importing Your Data to Another Software
Once you've exported your QuickBooks data, here's how to get it into popular alternatives:
Import to BizBooks Pro
- Open BizBooks Pro and go to Settings → Import
- Select QuickBooks IIF as the import type
- Choose your exported IIF file
- Review the import preview and click Import
BizBooks Pro imports your chart of accounts, customers, vendors, and transactions automatically. See full import guide →
Import to Xero
- Use Xero's conversion tool or import CSVs manually
- Start with Chart of Accounts, then Contacts, then Transactions
- Xero has specific CSV templates—download them first
Import to Wave
- Wave accepts CSV imports for customers and vendors
- Transactions must be imported as bank transactions (CSV format)
- Chart of accounts must be set up manually
Pro Tips & Common Issues
Before You Export
- Reconcile everything first. Make sure all bank accounts are reconciled so your balances are accurate.
- Run an Accounts Receivable Aging report and save it—you'll want to know who owes you money.
- Export reports you regularly use for your records (P&L, Balance Sheet, etc.)
- Download all attachments. QuickBooks stores receipt images and attachments separately—export these too.
Common Export Issues
Issue: Export button is grayed out
Solution: You may not have admin permissions. Ask your QuickBooks admin to export, or upgrade your user permissions.
Issue: IIF file won't import to new software
Solution: Open the IIF file in a text editor and check for special characters or formatting issues. Some software is picky about IIF formatting.
Issue: Transaction dates are wrong after import
Solution: Check your date format settings in both QuickBooks and the new software. US format (MM/DD/YYYY) vs international (DD/MM/YYYY) causes issues.
Issue: Account balances don't match
Solution: Import an opening balance journal entry to set correct starting balances, then import transactions going forward.
Switching to BizBooks Pro?
We import QuickBooks IIF files automatically. Your chart of accounts, customers, vendors, and transactions—imported in minutes.
Start Free Trial Try Live DemoConclusion
Your accounting data belongs to you—don't let anyone convince you otherwise. Whether you're switching software, creating backups, or just want peace of mind, now you know exactly how to export everything from QuickBooks.
The key takeaways:
- QuickBooks Desktop: Use IIF export for the cleanest transfer
- QuickBooks Online: Export lists and reports separately as Excel/CSV
- Always reconcile first to ensure accurate balances
- Test your import in the new software before going live
Questions about exporting or importing your data? Contact us—we're happy to help.
Frequently Asked Questions
How do I export my data from QuickBooks Online?
In QuickBooks Online, you can export individual lists and reports to Excel or CSV (chart of accounts, customers, vendors, transactions), and use the export tool for a fuller company-data file. For a complete history, export each report by date range.
How do I export data from QuickBooks Desktop?
QuickBooks Desktop lets you export lists (customers, vendors, chart of accounts, items) to IIF or Excel, and any report to CSV or Excel. The .QBB backup contains everything but is only readable by QuickBooks.
Can I move my QuickBooks data to another accounting program?
Yes. Once you export to Excel/CSV (or have your company file), most accounting software can import the data. BizBooks Pro auto-maps QuickBooks exports - including Items and Classes - so the import takes minutes.
Does QuickBooks charge to export your data?
Exporting standard lists and reports is free. The friction is usually formatting and re-mapping data for a new system, which is why import auto-mapping in the destination software matters more than the export itself.
Will I lose data when leaving QuickBooks?
You won't if you export thoroughly. The common losses are line-item links, Items, and Classes when the destination software can't map them. BizBooks Pro is built to preserve these during import.