When your company wants to start syncing data between QuickBooks and another app, sometimes you want the other app to be up to date on all of the history contained in QuickBooks. After all, apps like CRMs or inventory systems should have as much data as possible if you want to take advantage of some of their features, like reporting. In this article, we're going to talk about how to export data out of your QuickBooks, so that you can then load it into another application. In another article, we differentiate between syncing and migration.
Usually, there are 3 kinds of data that companies want to export: Customers, Items, and Transactions. The first two, Customers and Items, are simpler than Transactions. This is because they are basic "lists" of records. An item list can be as simple as a list of item names. In QuickBooks, the Item list contains a bit more data than that (price, description, and more), but it's still relatively simple. Transactions can be slightly more complex, because they have Line Items.
While Autofy doesn't provide migration services, there are ways to move mass amounts of data one-time only. We'll review a few methods here.
Here is how to get Customer and Item lists, as well as Transactions exported from QuickBooks Online.
Products and Services
QuickBooks Online lets you easily export to an Excel file. To do this, just click on the Export to Excel (middle) icon in the upper right corner of the Products and Services list, just above the Action column.
Clicking will immediately download an Excel file of your full Products and Services list. Save the file somewhere you'll remember it, and you can use it to import the data into your CRM (or other) application. This step may require some massaging of the data to make the import successful, and this will likely vary between apps. Be sure to consult the help documentation for the app you're importing to for guidelines on making it successful.
Exporting your Customer list from QuickBooks Online follows the same process as Products and Services. Simply click the Export to Excel icon in the upper right corner of the screen, and your Customer list will download immediately.
You can export transactions from QuickBooks Online by clicking Reports > All Reports > Accountant Reports. From there, run the Transaction Detail by Account report, and select All Dates from the date range menu. You can export this report to Excel by clicking the Export icon in the upper right corner, then selecting Export to Excel.
Customers and Items
The desktop version of QuickBooks also provides a way to export your Customer and Item lists. To do this, go to File > Utilities > Export > Lists to IIF Files...
You'll see a menu that lets you select which kind of lists you want to export. In it, you'll see customers and items.
Select Customer List and Item List, then click OK, and follow the prompts.
To export transactions, click on Customers or Vendors, then set the transaction type in the filter at the top, then click "Export..." above. Follow the prompts, and save your data to a location you'll remember.
We hope this guide helps you get at your QuickBooks data. For more information, consult your accountant, QuickBooks ProAdvisor, or contact Intuit Support at https://help.quickbooks.intuit.com/en_US/contact.