How To Export Files From QuickBooks Pro
After putting so much effort into learning and using QuickBooks, the last thing you want is to lose all of your company data. That’s why exporting data regularly to back up company files is so important.
There are several different ways to export information in QuickBooks. In this post, we’ll cover how to export items, addresses, time entries, reports, invoices, estimates, and sales orders. We’ll also teach you how to create a backup company file of all your QuickBooks information.
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Table of Contents
Exports Lists
You can export the information found under the “Lists” tab of QuickBooks into a .IIF file.
To export lists, go to File>Utilities>Export>Export Lists to IIF.
Step 1: Select The Lists You Want To Export
Tell the software which lists you want to export. You can choose from:
- Chart of accounts
- Customer list
- Vendor list
- Employee list
- Other names list
- Customer type list
- Vendor type list
- Class list
- Job type list
- Item list
- Payment terms list
- Payment method list
- Shipping method list
- Customer message list
- Budgets
- To do notes
- Sales rep list
- Price level list
- Sales tax code list
Once you’ve selected the lists you wish to export, click the blue “OK” button in the top right-hand corner.
Step 2: Save The File
Rename your .IIF file and choose where you’d like to save it. Then click “Save.”
When your file has successfully been exported, you’ll receive this notification:
To view your file, open it in Excel. Your exported lists will look something like this:
Export Addresses
QuickBooks also give you the option to export any addresses your company has stored in the software.
Go to File>Utilities>Export>Addresses to Text File.
Step 1: Select The Addresses You Want To Export
Tell the software with addresses you want to export. You can export individual addresses or choose to export:
- All customer/jobs
- All vendors
- All employees
- All other names
You can also click the “include jobs” option to export addresses associated with specific jobs. Once you’ve selected the addresses you wish to export, click the blue “OK” button.
Step 2: Save The File
Rename your .TXT file and choose where you’d like to save it. Then click “Save.”
You will receive a warning box like the one below. This warning is just letting you know that if you see a blank field in your text field, it’s because a field was left blank in your customer, vendor, or employee information.
When your file has successfully been exported, you’ll receive this notification:
To view your file, open it in a program like Notepad or Wordpad. Your exported addresses will look something like this:
Export Time Entries
You can export time entries made by your employees as well.
Go to File>Utilities>Export>Timer Lists.
Step 1: Verify the Time Entry Export
When you click on timer lists, this graph will pop up. Click “OK.”
Step 2: Save The File
Rename your .IIF file and choose where you’d like to save it. Then click “Save.”
When your file has successfully been exported, you’ll receive this notification:
To view your file, open it in Excel. Your exported timer lists will look something like this — your time entries will be at the top of the screen, and the rest of your company lists will be at the bottom of the screen:
Export Invoices, Estimates, Sales Orders, and Reports
If you go to File>Utilities>Export, you’ll see that we’ve already gone through all of the “export” options in QuickBooks. However, there is a way to still download and save some key transactions like reports, invoices, estimates, and sales orders.
This method can be a bit tedious as you have to save each report, invoice, estimate, and/or sales order individually, but having the option to save this information is a must.
Step 1: Select The File You Want To Export
First, select the file you wish to save. The process is the exact same for reports, invoices, estimates, and sales orders. For this example, we’re going to select the Profit & Loss report from November of 2017.
Step 2: Click Print
Go to the top bar and click “Print.” Then select the “Save As PDF” option.
Step 3: Save The File
Rename your .PDF file and choose where you’d like to save it. Then click “Save.”
To view your file, open it using the internet or a PDF reader. Your report will look something like this:
Export All Company Data
Of all exporting options in QuickBooks, this is the one you really need to know.
You can — and should — export a complete company back up file of your QuickBooks Pro software on a regular basis. This can be a huge lifesaver if some unforeseen problem occurs, like a software crash.
To create a company backup file, go to File>Back Up Comany> Create Local Backup.
Step 1: Choose Back Up Location
To start, choose whether you want to store your backup online or on your computer.
If you choose online, extra fees do apply, so be sure to click on the “Try now or learn more” link for pricing details.
If you want to edit your backup preferences at this time, click “Options” and proceed to step 2. Otherwise, click “Next” and proceed to step 3.
Step 2: Edit Backup Preferences (Optional)
You can edit backup preferences by clicking the “Options” button. Using these preferences, you can add the date and time to backups, opt for backup reminders, and set a designated backup location.
Once you’re finished editing your backup preferences, click the blue “OK” button at the bottom of the screen.
Step 3: Choose When To Save The Backup
QuickBooks gives you a few scheduling choices:
- Save your backup now
- Save your backup now and schedule future backups
- Only schedule future backups
Click which one you want.
Step 4: Save The File
Choose where you’d like to store your company file. Then click “Save.”
When your company data has successfully been exported, you’ll receive this notification:
This file can now be opened by going into your QuickBooks account and clicking File>Open or Restore Company.
For troubleshooting issues, check out the QuickBooks Community or call QuickBooks directly. Don’t forget to check out the rest of our QuickBooks Desktop Pro 101 Series to learn how to run reports, import customers, import items, import vendors, and more.
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Chelsea Krause
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2 Comments
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Please add more information (or create a new article) about budget export and import. Please include the following key points: 1) you need to have created a budget in the first place; 2) the IIF file will only export GL accounts where a balance exists 3) The budget export only contains account names, not numbers. 4) how to modify the dates in the IIF file, especially if your year-end isn’t 31 December.
Hi Mike,
Thank you for the suggestions- we will take those additions into consideration. In the meantime, this article covers both importing and exporting, so I think you should find it helpful.