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How to Export Files From QuickBooks to Excel

August 20th, 2012

Need to know how to export from QuickBooks to Excel? Keep readin’!

The data you have stored in QuickBooks is important, so it makes sense that you’d like to view it outside of QuickBooks. Maybe you need to send a Profit and Loss report to your investors. Maybe you’d like to review a list of your credit card transactions from your own home, where you don’t have access to QuickBooks. There are a million reasons to export data from QuickBooks to Excel, which is why QuickBooks has made the process relatively easy.

You can export three main types of lists from QuickBooks to Excel:

Lists
One thing you can export from QuickBooks to Excel is a list. Here are the lists you can export:

Export from QuickBooks to Excel

To export these lists, start at the File menu. Hover over Utilities, then Export, then Lists to IIF Files.

Export from QuickBooks to Excel

Now, at this point you might be saying, I want an excel file, not an IIF file! You should know: You can use Excel to open IIF Files. IIF stands for “Intuit Interchange Format.” IIF files are, according to QuickBooks Support, “text files that QuickBooks uses to import and export data.” (http://support.quickbooks.intuit.com/support/articles/HOW12778) You can open these files using Excel!

Back to exporting data: After you go to File > Utilities > Export > Lists to IIF Files, QuickBooks will ask you which lists you want to export. You can select one, or many. Click OK and save the file.

Now, let’s open this in Excel. Find the file you saved (it’ll probably be in your Downloads folder, unless you put it somewhere else on purpose), and right-click it. Select Open With and find Excel. Click OK.

Export from QuickBooks to Excel

Open the file, and check out your data!

Export from QuickBooks to Excel

Reports
You can also export reports from QuickBooks to Excel. Start by opening the report you want to export. In this example, we’re going to use the Profit and Loss Standard Report. You’ll see a button at the top of the report called ‘Excel.’ Click it and select ‘Create New Worksheet.’

Export from QuickBooks to Excel

A new Excel worksheet will open, and you’ll see your data!

Export from QuickBooks to Excel

Registers
You can import a list of the transactions in each register from QuickBooks to Excel. First, open the register by pressing ctrl+R and selecting the register from the list. For this example we’re going to export the transactions from the credit card register.

On the top of the register screen, you’ll see the ‘Print’ button. I know, I know, you don’t want to actually print the report. QuickBooks will then ask you the dates for which you’d like to ‘print’ the register. Click OK.

Export from QuickBooks to Excel

The window which pops up will give you the option to ‘print to: file.’ That means, instead of printing the report, QuickBooks will be creating a file. From the drop down list, select ‘Comma Delimited File,’ and click ‘Print.’

Instead of actually printing something (told you), QuickBooks will ask you to save a file.

To open that file, find it and right-click. Go to ‘Open With’ and select ‘Excel.’

Export from QuickBooks to Excel

You’ll get a report with your data.

Export from QuickBooks to Excel

Want to print out an expense report but don’t want to fool around with all these IIF/CDV/WTF file types? Just use ProOnGo to create a report with the expenses you’ve already created! ProOnGo can even use your company’s established template.

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