Export your chart of accounts directly from QuickBooks Online or Desktop
You can export your chart of accounts from QuickBooks in a few minutes using the built-in export feature. The steps differ slightly between QuickBooks Online and QuickBooks Desktop, but both produce a file you can open in Excel or send to an accountant, bookkeeper, or third-party app.
The exported file contains your complete account list: account names, numbers, types, descriptions, and current balances. This is the foundation most accounting software and financial tools need to sync with your QuickBooks data or migrate to a new system.
Key Takeaways
- QuickBooks Online exports your chart of accounts as a CSV file from the Chart of Accounts page using the Export button.
- QuickBooks Desktop exports to Excel or IIF format through the File menu, and the process takes under two minutes.
- Your exported file includes account names, numbers, types, and balances — everything a third-party app needs to connect.
- You can export your chart of accounts as often as you need; there is no limit on how many times you run the export.
Exporting from QuickBooks Online
Open QuickBooks Online and go to the Accounting menu on the left sidebar. Click Chart of Accounts. You will see your full account list with columns for account name, type, detail type, and balance.
At the top right of the chart of accounts table, click the Export button (it looks like a downward arrow). QuickBooks will download a CSV file to your computer. The file name includes the date you exported it. Open it in Excel, Google Sheets, or any spreadsheet program to view or edit the data before sending it to a third-party tool.
If you do not see an Export button, check that you have admin or accountant-level permissions in your QuickBooks Online account. Users with limited permissions may not see the export option.
Exporting from QuickBooks Desktop
Open QuickBooks Desktop and go to the File menu at the top. Select Utilities, then Export. A dialog box will open asking what you want to export.
Choose Chart of Accounts List from the dropdown menu. QuickBooks will ask whether you want to export to Excel or as an IIF file (Interchange Format). For most third-party apps and accountants, Excel is the better choice because it is easier to read and edit. Click Export and choose where to save the file on your computer.
If you are exporting to send to a specific app or accountant, ask them which format they prefer. Some older systems or specialized accounting tools may request the IIF format instead.
What information is included in your export
Your exported chart of accounts file contains the core data QuickBooks stores for each account: account name, account number, account type (asset, liability, equity, income, or expense), detail type (such as Cash, Credit Card, or Accounts Payable), description, and current balance.
The file does not include transaction history or individual journal entries — only the account structure itself. If you need transaction-level data, you will need to export reports like the General Ledger or Transaction List separately.
Some third-party apps ask for the chart of accounts first so they can map your account structure before syncing transactions. Others use it to verify that both systems are using the same accounts. Check the app's documentation to see exactly what data it needs from your export.
Preparing your chart of accounts before export
Before you export, review your chart of accounts for any accounts you no longer use. QuickBooks allows you to mark accounts as inactive rather than deleting them. Inactive accounts will still appear in your export but are hidden from day-to-day transaction entry.
If you have accounts with typos in the name or description, now is the time to fix them. The exported file will reflect whatever is currently in QuickBooks, so correct any errors before you send the file to a third party or import it into another system.
Check that all accounts have the correct type and detail type assigned. A misclassified account (for example, a savings account marked as an expense) can cause problems when syncing with third-party tools or when an accountant reviews your books.
Sending your exported file to a third-party app
Once you have your exported CSV or Excel file, the next step depends on which app you are connecting to. Some apps have an import feature where you upload the file directly. Others ask you to email it to their support team or paste the data into a setup form.
Before you send the file, check whether the app needs any changes to the format or column headers. Most modern accounting apps accept standard QuickBooks exports without modification, but some older or specialized tools may ask you to remove certain columns or rename headers.
Keep a copy of your exported file for your records. If something goes wrong during the import or sync, you will have a backup of what you sent and when you sent it.
Troubleshooting export problems
If the Export button does not appear in QuickBooks Online, log out and log back in. Sometimes the button is hidden due to a browser cache issue. If it still does not appear, check your user role — only admin and accountant users can export the chart of accounts.
If your exported file opens but looks incomplete or has strange characters, try opening it in a different program. Excel sometimes displays CSV files differently than Google Sheets or a text editor. If the data looks correct in another program, the issue is just how your default program is displaying it.
If QuickBooks Desktop will not let you export, make sure you are logged in as the admin user and that no one else has the company file open. QuickBooks Desktop requires exclusive access to export certain data.
Frequently Asked Questions
Can I export just a portion of my chart of accounts, or does it have to be all accounts?
QuickBooks exports your entire chart of accounts in one file. You cannot select individual accounts to export. However, once the file is open in Excel or Sheets, you can delete rows for accounts you do not need before sending it to a third party.
How often can I export my chart of accounts?
You can export as many times as you want. There is no limit. Many people export monthly or whenever they make significant changes to their account structure, so they have a current backup.
Will exporting my chart of accounts affect my QuickBooks data or transactions?
No. Exporting is a read-only action. It does not change, delete, or move anything in your QuickBooks file. Your data remains exactly as it was before and after the export.
What if the third-party app says my exported file is in the wrong format?
Ask the app what format they need — CSV, Excel, IIF, or something else. If they need a different format than what QuickBooks exported, they may have an import template you can download and fill in instead, or they may be able to convert the file for you.
Do I need to export my chart of accounts every time I add a new account?
Only if the third-party app needs to know about the new account. If the app syncs with QuickBooks automatically, it will see new accounts on its own. If you are doing a one-time export or manual sync, you will need to export again after adding accounts.