How to Export Chart of Accounts in QuickBooks?

Are you looking for an easy yet error-free process that can help you export chart of accounts (COA) in QuickBooks ? If yes, this article will guide you to commence the requisite process in a hassle-free manner. QuickBooks is a software that takes care of your business needs, including accounts and invoices. QuickBooks also generates reports on your business in just one click. Make sure to export your chart of accounts from QuickBooks too.

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What is the Export Chart of Accounts?

The Export Chart of Accounts in QuickBooks Desktop is a view in QuickBooks that shows the transactions for a specific account or group of accounts. This view can be helpful when you want to compare your current financial status with your desired financial status. The Export Chart of Accounts also is helpful when you are preparing your tax returns.

Importance of Chart of Accounts in QuickBooks

It provides a holistic listing of all the financial transactions in the company so that accounts can be properly managed, and compliance needs are seamlessly met. It also allows businesses to gain insights into their overall financial health.

Therefore, when exporting COA, you need to ensure that each step is followed with utmost attention. The process can be done either by connecting with export your QuickBooks tech support team professionals by simply dialing the number or by following the below elucidated steps:

Not to Miss – Before you start off the process, do not forget to create a backup copy of the QuickBooks file for company. This process is essential as it will help you recover files in case you lose any data due to unforeseen circumstances. Moreover, it is important to log in to the QuickBooks account as the Administrator to commence import or export process. In a situation, wherein more than one user is in your company file, make sure you are not utilizing active multi-user mode.

export chart of accounts-quickbooks
Click List in the Menu Bar & Select Chart of Account Tab

Do You Know: How to Change Account Type in QuickBooks?

Additional Tips for Creating a Good Export Chart of Accounts

If you’re planning on exporting your QuickBooks data, be sure to create a chart of accounts. This graphical representation will help you see how your business is performing overall and where money is being spent.

Here are a few tips to help you create a good chart of accounts:

  1. Organize your data by category. This will make it easier to see how your various expenses are related to each other.
  2. Use color coding to highlight important categories. This will help you quickly identify which expenses are driving your profits.
  3. Make sure all your entries are accurate and up-to-date. A faulty chart of accounts can result in inaccurate financial reports and loss of credibility with your clients or investors.

How to Export Chart of Accounts From QuickBooks To Excel

Step 1: Export Chart of Accounts

  • First, you need to open up the company file of QuickBooks and find out the chart of accounts that you are willing to export.
  • Once you have selected the COA, you need to select “File” from taskbar and go to “Utilities”. From Utilities, select the option mentioned “Export”.
  • Now, click on the Lists to the IIF files and from the displayed list you need to opt for Chart of Accounts option.
  • A “Save As” dialog window will pop-up and you need to save the files by choosing the location from the drop-down menu list.

Step 2: File Conversion

  • Herein, you need to open up an Excel file and find out the data from the taskbar at the top navigation
  • Now, you are required to choose “From Text” option. After you select the “From Text” option, a pop-up window will appear mentioning “Import Text File”.
  • Thereafter, move to the folder wherein you have saved COA. In case you are using older edition of Microsoft Office 2010, find out “Text Import Wizard”. Now, select the specific IIF files that you wish to export.
  • Moving ahead, you need to click on “Delimited” option and Click Next. Now, choose from the delimiter and also select column data format. Once selected, click on General.

Quick Tips:

  • You should follow the export and import procedure of transferring information between QuickBooks. There is a chance of being stuck if you don’t.
  • Creating a backup copy of the import file might help you in the event of any problem that happens during the transfer process. Your original file should include updated information for your Chart of Accounts and respective lists.
  • You need to be the Administrator to import and export with QuickBooks. This is a multi-user mode, so make sure you are not in this mode.

Read This: How to Transfer QuickBooks to Another Computer?

Step 3: Location for Importing the files

  • Lastly, you need to save the files by choosing the location for importing the files.
  • Now, choose the previous Excel worksheet option and click “Ok” to proceed. From the file menu, click on “Save as” option and your requisite file will be saved in the Excel file format.

Step: 4 Export the Report

  • After running the report, you are brought to a page that has a list of accounts for your QuickBooks Online file.
  • These are all the accounts that will be exported.
  • Navigate again to the upper right hand column and look for a group of four icons.
  • The icons are an envelope, printer, paper with an arrow, and a gear.
  • Click the paper with an arrow to export this report. Doing this will initiate a download and a report will now be stored on your computer.

Step: 5 Confirm Your File Download

  • Locate your downloads folder and open the file.
  • how you export your chart of accounts to Excel from QuickBooks Online.
Export Chart of Accounts Report in Excel
Export COA Report in Excel

How to Export a Chart of Accounts in QuickBooks Online Manually 

  • Select Accounting -> Chart of Accounts
  • Press the Run Report button
  • Click the Export icon in the top right corner
  • Select Export to Excel or Export to PDF
  • The exported file will download on your computer

Let’s take a closer look at how this works:

  • Log in to your QuickBooks account
  • In the main menu on the left, select Accounting -> Chart of Accounts
export a chart of accounts in QuickBooks Online manually
  • In the upper right corner, press the Run Report button.
Quickbooks-Online-run-report
  • Export your chart of accounts and select one of the two options to export it – a PDF or an XLSX file. If you choose the latter option, the file with extracted data will be downloaded automatically.
  • The PDF format allows you to preview your data and adjust settings. You can also email your chart of accounts data from here.
  • Here’s how the exported data looks in Excel:
  • This native functionality lets you easily export a chart of accounts in QuickBooks. But if you need to do this often, we recommend using the automated method as well. It’s easy to use, and it doesn’t require any technical skill to get started.

Hope, these steps will help you perform the job easily. In case, you get stuck anywhere, you can simply reach out to QuickBooks Desktop technical team anytime at Live Chat.

Frequently Asked Questions

1. How to export the chart of accounts to an excel file template?

There is a simple way to get export your COA file in excel format or template, follow the process below:
1. Open Chart of Accounts (Lists > Chart of Accounts)
2. File
3. Print List
4. If you will see the Popup click “Ok”, if no popup proceed to step 5
5. On “Settings” tab under “Print To:” Select “File”
6. In bottom drop-down menu select “Comma Delimited File”
7. Click “Print”
8. Save to wherever you like and name whatever you like. 

2. How QuickBooks export chart of accounts to new company?

Here are the steps to follow:

Step to Export a COA List

1. Select Utilities from the File menu.
2. Select Export, then IIF Files from the drop-down menu.
3. Choose the list you wish to export (Chart of Accounts) and then click OK.
4. Select Save after browsing to the spot where you wish to save your work.
We may now work on bringing the Chart of Accounts from one organization into another or importing that list.

Step to Import COA list

1. As Administrator, log in to your company’s file.
2. Toggle between single-user and multi-user modes.
3. To access Utilities, go to the File menu and pick Utilities.
4. Select Import, then IIF Files from the drop-down menu.
5. Now import the Chart of Accounts .
You’ll still need to specify the opening balances for those accounts after you’ve imported the list.

How to export filtered data from a chart of accounts in QuickBooks

QuickBooks provides you with the ability to sort and filter your data before exporting it. One example of this is filtering your data by Id, Name, Description, AccountType, CurrentBalance, and other parameters. You may have already read how to use Coupler.io to set up an importer. Let’s look at a few different settings that will help you filter the information in the next scheduled update.
1. Go to the My Importers tab and click the three dots on the right of your QuickBooks importer. 
2. Select Edit and go to the Advanced settings in the Source section.
3. Suppose we only want to export accounts with a balance greater than zero.

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