Learn How to Export QuickBooks to Excel in 2023

Managing financial transactions is a crucial part of running a business, and QuickBooks provides a convenient solution for organizing and storing valuable data. By exporting from QuickBooks to Excel, businesses can generate custom charts, graphs, and visualizations unavailable in QB. Moreover, this provides a means to share financial data with people who do not have access to QuickBooks. As Excel is a frequently used program, it is well known to many, making it convenient to exchange data and collaborate on financial analysis and reporting.

In this article, we will guide you through the step-by-step process of exporting information from QuickBooks, allowing you to obtain essential reports with ease. If you prefer watching to reading, you can check out our video guide on how to connect QuickBooks to Excel using Coupler.io.

What are the options to export QuickBooks to Excel?

There are several methods to export QuickBooks to Excel. Some of the most common ways we will cover include: 

• Built-in export options.QuickBooks has several native export options allowing you to export QB data to Excel manually. These options vary depending on the QuickBooks version and the type of data you want to export. The built-in options offer a straightforward way to export without requiring any additional software. 
• Automated, using third-party software. Export from QuickBooks to Excel can be made easier and more efficient using third-party software programs. Out of all the options, Coupler.io is an excellent tool that can assist you in exporting various types of data, personalizing the exported to suit your needs, and automating the export procedure.

Using built-in export options in QuickBooks is a convenient way to export data, compatible with all QB versions. On the other hand, third-party software provides more features, can be customized, and can automate the export process. Our next step will be to test each method in action to provide you with step-by-step instructions.

The most efficient way to export from QuickBooks to Excel

The best option, for sure, will depend on your specific needs and requirements. The built-in Quickbooks to Excel transfer may be sufficient if you need to export a small amount of data regularly. However, if you need to export a large amount or customize the exported data, consider using third-party software.

For example, with the QuickBooks integration by Coupler.io, you can easily automate the refreshing of exported data at regular intervals. Once the integration is established, QuickBooks data will be automatically loaded into your preferred platform, whether it’s Google Sheets, Microsoft Excel, Google BigQuery, or Looker Studio. This efficient process enables you to automate your reporting and analytics without the need for any coding skills.

Export QuickBooks to Excel using Coupler.io allows you to take out various types of data. You can export reports such as charts of accounts (COA), balance sheets, profit and loss, cash flow, and many other reports. You can also get customer data, a list of items, budget information, and other raw accounting data.

When you export raw data, you are retrieving the result that is used to produce QuickBooks reports based on your account’s information. Manipulating and analyzing the raw data enables you to create customized reports and visualizations in Looker Studion, Power BI or another BI solution. Alternatively, exporting pre-made reports offers a general summary of specific areas of your business, like sales reports and financial statements.

Coupler.io allows you to export QuickBooks data to Excel, requiring no technical background. To give the automated method a shot, simply follow the steps provided below.

1. When using Coupler.io, you can import data from a specific source into a destination using an importer. To create a QuickBooks importer, sign up to Coupler.io, then click on the Add Importer button.

2. Select QuickBooks as the source app and select Microsoft Excel as the destination. If you want to export a preset report such as Balance Flow, Cash Flow, Vendor Balance, and so on, select QuickBooks Reports as the source app.

3. Connect your QuickBooks account to integrate Coupler.io to export QuickBooks data to Excel. If you’re already logged in to QuickBooks, a popup will appear, prompting you to click the Connect button. If you’re not yet logged in, follow the steps to complete the integration.

4. Select the data category you wish to export. For example, if you want to export invoices, choose Invoice and click the Jump To Preview & Transform button.

5. Coupler.io allows you to transform your data on the go before it’s loaded to Excel. This includes filtering, sorting, and column management (you can even create new calculable fields).

5. To connect to your Excel destination account, a pop-up will prompt you to log in. From there, you can choose an existing workbook and sheet, or create a new one by entering a unique name. Once finished, click Jump to Schedule Settings.

6. Set up a schedule for data refresh. You can turn off automatic data refresh and run the importer manually, or create a custom schedule for your QuickBooks invoice exports.

7. Click Save and Run. You’re all set now! Your QuickBooks data will be exported to your destination account according to the schedule you set up.

How to export QuickBooks data to Excel using native functionality

In QuickBooks, the manual export feature can come in handy when you require specific data from your company file and want to transfer it quickly to another program like Microsoft Excel. This function is useful for basic data transfer needs.

QBO provides two native methods for exporting. One approach involves using the Gear icon, while the other involves accessing the Reports page.

Method 1

To access your data via the Gear icon in QuickBooks Online, follow these steps:

1. When you log in to QuickBooks Online, locate the Gear icon at the top right-hand corner of the page.
2. Select Export Data from the Gear icon.

• Choose the reason for exporting and click Continue.
• On the Reports tab, select the desired date range.
• Add or remove items from the Reports and Lists tabs by toggling the slider.
• Click Export to Excel.

7. You will receive a prompt confirming that the data has been exported. The Excel file will be downloaded to your computer.

Method 2

Here’s a step-by-step guide to QuickBooks to Excel export using the second method:

1. Go to the Business Overview section in QuickBooks Online and select Reports.

2. Search for and select the report you want to export.
3. At the top of the report, select the Export icon. Then, select Export to Excel.

4. Choose a location to save the file, such as your Downloads folder or desktop.
5. If you’re missing data when you open the report in Excel, the file may be in protected view. To view the full report, select Enable Editing.

How to export data from QuickBooks Desktop

Let’s take a closer look at the process of exporting data from QuickBooks Desktop. One advantage of using QBDT is the option to update Excel files while exporting. Unlike QuickBooks Online, which doesn’t have this functionality, users can seamlessly update existing worksheets. This saves time and effort. 

1. Open QuickBooks Desktop and select the report you want to export.
2. Click on the Excel button at the top of the report.
3. Select Create New Worksheet or Update Existing Worksheet, depending on your preference.

4. Choose the Microsoft Excel format that you want to use, such as .xls or .xlsx.
5. Click Export and choose where you want to save the file.

How to customize fields in QuickBooks before exporting?

Customizing fields in QuickBooks before export has several benefits. It simplifies analysis and ensures compatibility with other systems while improving data accuracy, making data more manageable, and reducing post-export formatting time. It also helps export only the necessary data, saving time and reducing the exported file’s size.

To set custom fields in QuickBooks Online before exporting, follow these steps:

1. Go to Settings and select Custom fields.
2. Click on Add custom field.

3. Give your custom field a name and select the type of data that will go in your custom field (Text and number, Number only, Date, or Dropdown list).
4. Select the category the custom field belongs to, such as Customer, Transaction, or Vendor.
5. Choose the forms where you want the custom field to appear and select Print on form.
6. Click on Save  when you’re finished.

Once you have set up your custom fields, you can use them to search and sort, create custom reports, and manage them all in one place. By customizing the fields before exporting, you can ensure that you are exporting only the relevant data. Note that for QuickBooks Desktop, the steps may differ slightly, and you can find more information by reading this article.

Types of data can be exported

QuickBooks provides various options for users to export different data types, depending on their needs. Some common built-in export options include exporting reports, lists, and transactions to Excel. Transaction data, including sales, expenses, and payment information, can be exported to Excel, CSV, and QuickBooks Interchange Format (QIF). 

Among the most common data types that can be exported are customer and vendor data, payroll data (such as employee information, pay rates, and tax deductions), and reports. QuickBooks reports, such as balance sheets, profit and loss statements, and cash flow statements, can be customized to provide valuable insights into a company’s financial performance.

However, third-party integrations have their advantages when exporting Quickbooks to Excel. Automated integrations allow you to customize your export data, including selecting specific fields, applying filters, and setting up automatic exports at regular intervals. Using Coupler’s export from QuickBooks to Excel, customer data, including metadata filtered and ordered according to user requests can be ordered.

Take a look at a list of raw data entities and reports that can be exported from QuickBooks to Excel using Coupler.io

Account

Attachable

Bill

BillPayment

Budget

Class

CompanyInfo

CreditMemo

Customer Balance Detail

Customer Income

Expenses by Vendor

General Ledger Detail

Inventory Valuation Summary

Journal Report

Vendor

Customer

Department

Deposit

Employee

VendorCredit

Estimate

ExchangeRate

Invoice

Item

JournalEntry

JournalCode

Payment

PaymentMethod

Preferences

Purchase

PurchaseOrder

RefundReceipt

SalesReceipt

TaxAgency

TaxCode

TaxRate

Term

TimeActivity

Transfer

AP Aging Detail

AP Aging Summary

AR Aging Detail

AR Aging Summary

Balance Sheet

Cash Flow

If you require a high level of customization or integration with other apps, then third-party platforms may be the better option. However, if you just need to export QuickBooks to Excel quickly, then the built-in options may be sufficient.

Troubleshooting: When QuickBooks export to Excel is not working

There are some common issues associated with the native exporting options in QuickBooks. Therefore, many users may find it beneficial to use a third-party tool like Coupler.io for exporting data. It can help avoid issues such as compatibility problems with Excel versions, formatting errors, data inaccuracies, and limited export options. 

Common issues that may arise when exporting QuickBooks data to Excel with built-in functionality include:

• Compatibility issues. QuickBooks export to Excel may not work if there is a compatibility issue with the version of QuickBooks or Excel. Ensure that both are up-to-date and compatible. You can check for updates by opening QuickBooks, navigating to the Help menu, and selecting Update QuickBooks.

If you are using a newer version of MS Excel and the exported report does not show header information, go to the Printing options section by clicking on the Advanced button. Make sure the On Printed report and screen option are selected.

QuickBooks only supports exporting reports to specific versions of Excel: Microsoft Office Excel 2010, 2013, 2016, and 365. If you use an older or unsupported version, you must upgrade before importing reports.

• File size limitations. QuickBooks export to Excel may not work if the file size is too large. Try exporting smaller batches of data or using a third-party tool like Coupler.io to export larger data sets.
• Permission to export. If you receive an error message saying that you don’t have permission to export, you should go to the Company menu and select Users. Then, locate your name in the list of users and click on it. Under the Permissions tab, ensure that the “Can export reports to Excel/CSV” permission is turned on.
• The data contains commas. If the data contains commas, this can create issues. To address this problem, you can consider exporting the data as a tab-delimited file instead of a CSV.

To export reports from QuickBooks, they must be in one of the supported formats: .qrp, .iif, or .txt.

• Missing or incorrect data. If the exported data is missing or incorrect, it may be due to incorrect settings in QuickBooks. Ensure that the correct date range and filters are selected before exporting.

Regularly updating and reconciling your QuickBooks data is crucial to ensure the exported data is accurate and up-to-date. Additionally, double-check the settings and filters in QuickBooks before exporting to ensure that only the necessary data is being exported. Finally, consider using Coupler.io to automate the exporting process and reduce the risk of errors.

In conclusion, by knowing how to export QuickBooks to Excel, you will get a valuable tool for managing your business. We hope the information provided has helped guide you through the exporting process. If you are searching for a reliable and user-friendly tool for automating your QuickBooks data export, we suggest trying out Coupler.io. 

Best of luck and we wish you continued success in managing your business finances effectively and efficiently. Remember to take advantage of all the features and tools available to you in QuickBooks to streamline your workflow and make informed decisions based on accurate financial data.

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