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 from QuickBooks. This post will 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.

How To Exports Lists In QuickBooks

You can export the information found under the “Lists” tab of QuickBooks into an IIF file.

To export lists, go to File>Utilities>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 that 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 exported, you’ll receive this notification:

To view your file, open it in Excel. Your exported lists will look something like this:

How To Export Addresses In QuickBooks

QuickBooks also gives 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 which addresses you want to export. You can export individual addresses or choose:

• 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 that 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 exported, you’ll receive this notification:

To view your file, open it in a program such as Notepad or Wordpad. Your exported addresses will look something like this:

How To Export Time Entries In QuickBooks

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 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:

How To Export Invoices, Estimates, Sales Orders, & Reports In QuickBooks

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 still a way to download and save some key transactions, such as 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 January of 2021.

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:

How To Export All Company Data In QuickBooks

Of all exporting options in QuickBooks, this is the one you really need to know.

You can — and should — regularly export a complete company backup file of your QuickBooks Pro software. Doing so can be a huge lifesaver if some unforeseen problem occurs, such as 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 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 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.

Overwhelmed by QuickBooks Pro? Maybe it’s time to switch to QuickBooks Online. QBO is easy to use, cloud-based, and affordable. Best of all, you can easily import your QuickBooks Desktop data into QuickBooks Online.

Outgrown QuickBooks Pro? Switch to QuickBooks Premier. It’s the same QuickBooks Desktop software you love but with more users and advanced, industry-specific features.