QuickBooks Desktop is one of the most widely used accounting software applications by businesses for account management, general reporting, and even tax compliance. One of the most valuable features offered by QuickBooks is its exportation capability to convert financial reports into Excel workbooks, allowing users to analyze additional data, forward reports to stakeholders, or maintain a record in a more flexible format. We are going to show you how to export reports as QuickBooks Desktop Excel workbooks. We are going to emphasize the benefits, walk you through step by step, and give you some best practices.

Why would you export reports to Excel?

Some reasons that rendering QuickBooks reports to excel is of particular utility, are as follows:

• Customizability: The arsenal of Excel tools can be utilized for the manipulation of data, customized formatting, pivot tables, and even complex calculations that might be impossible using QuickBooks directly.
• Data Analysis: Using features of excel such as charting, graphing, conditional formatting, you can visualize trends to uncover discrepancies and make actual financial forecasting.
• Collaboration: With Excel spreadsheets widely available, sending an Excel workbook makes the sharing of reports easier with team members, accountants, or other stakeholders who may not have access to QuickBooks.
• Record Keeping: For long-term storage or archival purposes, keeping a local copy of reports in Excel ensures that you have an uptodate and flexible backup.

Let us proceed to how you can export QuickBooks reports into Excel workbooks.

How to Export Reports to Excel in QuickBooks Desktop?

QuickBooks Desktop supports report export for most types of reports, including Profit and Loss, Balance Sheets, Sales Reports, and others. The simple steps to export a report into an Excel workbook are as follows.

Step 1: Generate the Report

• Open QuickBooks Desktop: Open the QuickBooks desktop application on your computer.
• Reports: Click the “Reports” on top of the page. You are provided with a list of pre-programmed reports that you can print. Select which report you want to export, like Profit & Loss or Balance Sheet.
• Customize (Optional): To have a customized version of the report, go to “Customize Report” and modify filters and settings. Here, you may choose among date ranges, columns, or individual data points for your needs.

Step 2: Export the Report

1. Export Report: When your report is ready, you will see a toolbar across the top of the report window. Click on the Excel button in the toolbar — typically it’s on the right hand side of the window. You will be presented with a choice of which format to export it in.
2. Export Option: QuickBooks will prompt you to export the report. You should frequently have two choices to choose from:

• Create New Worksheet: When selected, this option will create a new Excel workbook with exported data.
• Update Existing Worksheet: This will be for overwriting an existing, open Excel report file with new data.

It will prompt you to save the file. If you want to create a new workbook or update an existing one, you need to choose the option of your preference first.

1. Save the file: Once you have chosen your export option, QuickBooks will ask you to choose where you would like to save the file. You should select the location on your computer or cloud storage by clicking on “Save” afterwards.

Step 3 Open the Excel file

Once you have exported your report, you can open it directly in Excel easily. Most probably, it will be in tabular format with understandable heading titles and clean columns. You can make all the necessary modifications and insert formulas, create charts, or forward it to others for any requirement.

Tips for Working with Excel Exported Reports

• Clean-Up Formatting: Sometimes when you try to export reports to Excel, some formatting needs a little fine-tuning. Make sure all columns are wide enough so that all the information fits and that any numbers are correctly aligned.
• Exercise Excel’s Features: Having exported to Excel, now’s the time to exercise Excel’s functions for pivoting tables, charts, and graphs to get an even better idea of your financial information.
• Save Original and Customized Versions: Save the original QuickBooks report and the customized Excel version so you can compare any changes or revisions made.
• Schedule Reports: If you need reports in an Excel format consistently, QuickBooks Desktop can be set up to email the report schedule automatically. This allows you not to waste time sitting around waiting for reports when they could be sitting in your email box, and guarantees you’re working with the newest possible data.

Conclusion

One of the simplest yet powerful tools for enhancing the ability to analyze and share your financial data that QuickBooks Desktop can export reports as Excel workbooks. However, if you are a newbie and don’t want to invest your time in performing the steps manually, then in that case you can speak to our team professionals using our QuickBooks support number i.e., 1–800–761–1787.