How To Export Files From QuickBooks Pro

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How To Export Files From QuickBooks Pro - Merchant Maverick

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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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

How To Export Data From QuickBooks Pro

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.”

How To Export Data From QuickBooks Pro

When your file has successfully been exported, you’ll receive this notification:

How To Export Data From QuickBooks Pro

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

How To Export Data From QuickBooks Pro

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

How To Export Data From QuickBooks Pro

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.”

How To Export Data From QuickBooks Pro

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.

How To Export Data From QuickBooks Pro

When your file has successfully been exported, you’ll receive this notification:

How To Export Data From QuickBooks Pro

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.”How To Export Data From QuickBooks Pro

Step 2: Save The File

Rename your .IIF file and choose where you’d like to save it. Then click “Save.”

How To Export Data From QuickBooks Pro

When your file has successfully been exported, you’ll receive this notification:

How To Export Data From QuickBooks Pro

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 Data From QuickBooks Pro

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.

How To Export Data From QuickBooks Pro

Step 2: Click Print

Go to the top bar and click “Print.” Then select the “Save As PDF” option.

How To Export Data From QuickBooks Pro

Step 3: Save The File

Rename your .PDF file and choose where you’d like to save it. Then click “Save.”

How To Export Data From QuickBooks Pro

To view your file, open it using the internet or a PDF reader. Your report will look something like this:

How To Export Data From QuickBooks Pro

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.

How To Export Data From QuickBooks Pro

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.

How To Export Data From QuickBooks Pro

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.

How To Export Data From QuickBooks Pro

Step 4: Save The File

Choose where you’d like to store your company file. Then click “Save.”

How To Export Data From QuickBooks Pro

When your company data has successfully been exported, you’ll receive this notification:

How To Export Data From QuickBooks Pro

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 reportsimport 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.

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Chelsea Krause

Chelsea Krause

Head Accounting and Invoicing Writer
Chelsea Krause is a writer who has specialized in accounting for two years. She has a BA in English & Creative Writing from George Fox University and studied at the University of Oxford as well. She has been quoted in Forbes and her work appears in Startup Nation, Small Business Bonfire, and Women on Business.
Chelsea Krause
Chelsea Krause

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2 Comments

Responses are not provided or commissioned by the vendor or bank advertiser. Responses have not been reviewed, approved or otherwise endorsed by the vendor or bank advertiser. It is not the vendor or bank advertiser's responsibility to ensure all posts and/or questions are answered.

    Mike van de Water

    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.

      Jessica Dinsmore

      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.

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