You can export your chart of accounts in QuickBooks Online by going to the Chart of Accounts screen, clicking “Run Report,” and then using the Export icon to download an Excel file. The whole process takes under a minute, but QuickBooks actually offers three different ways to get this data out, and the best method depends on whether you need a simple account list or a full ledger with transaction details.
Export From the Chart of Accounts Screen
This is the fastest method and gives you a clean list of your accounts with their types, detail types, and balances. Here’s the path:
- Go to the Transactions menu and select Chart of Accounts.
- Click Run Report (it sits next to the “New” button near the top of the page).
- Customize the report if needed, filtering for specific account types or date ranges.
- Click the Export icon and select Export to Excel.
The file downloads as an Excel workbook. You can open it in Excel, Google Sheets, or any spreadsheet app. If you need a CSV instead, open the Excel file and use “Save As” to convert it.
Export via the Account List Report
QuickBooks also keeps a dedicated Account List report under the Reports menu, which gives you a slightly different view of the same data. To use it:
- Go to Reports, then find Standard Reports.
- Search for or scroll to Account List.
- Select the Export/Print dropdown arrow, then choose Export to Excel.
This report includes columns like account name, type, detail type, and description. It’s useful when you want to share a snapshot of your account structure with a bookkeeper or import the list into another accounting system, since the format is already organized in a flat table rather than a grouped report view.
Export a Full General Ledger
If you need more than just account names and types, the General Ledger export includes every transaction posted to each account over a date range. This is the method accountants typically prefer during a review or when migrating to new software.
You can get there two ways:
Through the Reports Menu
- Go to Reports and look under the For My Accountant section.
- Select General Ledger.
- Set your date range and click Run Report.
- Click Customize to filter by specific accounts if you don’t need the entire ledger.
- Click the Export icon (next to Print) and select Export to Excel.
Through the Export Data Tool
- Click the Settings gear icon in the upper right.
- Select Export Data.
- Use the dropdown menu to set your desired date range.
- Turn on the toggle for General Ledger.
- Click Export to Excel.
The Export Data tool is especially handy when you need to pull multiple data sets at once, since you can toggle on other categories alongside the General Ledger in the same export.
Which Method to Choose
For a simple list of account names, types, and current balances, the Chart of Accounts screen export or the Account List report is all you need. Both produce a lightweight spreadsheet you can clean up in a few minutes. The Account List report tends to produce a cleaner table format that’s easier to import into other software.
For a complete record that shows every debit and credit within each account, use the General Ledger export. This is the right choice when you’re handing off records to an accountant, backing up data before making major changes, or migrating your books to a different platform.
Who Has Permission to Export
Not every QuickBooks Online user can access the chart of accounts. You need one of these roles: Primary Admin, Company Admin, Standard All Access, or In-House Accountant. These roles can add, edit, delete, and view accounts, which includes the ability to run reports and export data from the Chart of Accounts screen.
Users assigned to more limited roles, such as Accounts Receivable Manager, Accounts Payable Manager, or Project Manager, cannot access the chart of accounts or bank registers. If you’re trying to export and don’t see the option, ask your company’s admin to check your role under the “Manage Users” settings.
Cleaning Up the Exported File
QuickBooks exports often include extra header rows, formatting, and a date/time stamp at the top of the spreadsheet. Before you use the file for anything else, you’ll likely want to delete those extra rows so your data starts cleanly in row one with column headers. This matters especially if you plan to import the file into another accounting tool, since most import wizards expect headers in the first row.
Sub-accounts appear indented in QuickBooks, and the export usually preserves that hierarchy by listing sub-accounts directly below their parent with the name formatted as “Parent:Sub-Account.” If you need to separate parent and sub-account names into different columns, a quick find-and-replace on the colon character will split them apart.
If your chart of accounts includes inactive accounts and you want them in the export, make sure they’re visible on screen before running the report. On the Chart of Accounts page, look for a filter or setting to show inactive accounts. Any account hidden from the current view won’t appear in the exported file.