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How to Export a List of Items in QuickBooks

· 7 min read
Debits

Introduction​

QuickBooks offers comprehensive tools to manage your business inventory, track products and services, and generate financial reports. One useful feature is the ability to export a list of items, such as inventory products or services, from QuickBooks. Exporting this data allows you to share it with others, import it into another system, or simply keep an external backup for analysis and record-keeping purposes. In this guide, we will walk you through the steps to export a list of items from QuickBooks Desktop and QuickBooks Online.

Why Export a List of Items in QuickBooks?​

  1. Data Analysis: Exporting your items list allows you to analyze product and service data outside of QuickBooks, such as in Excel, to gain better insights into inventory levels, sales trends, and pricing strategies.
  2. Backup Records: Having an external copy of your product and service data provides an extra layer of protection in case of data loss or corruption.
  3. System Migration: Exporting data makes it easier to migrate product and service details to other systems or accounting software.
  4. Sharing with Vendors or Partners: Exported item lists can be shared with vendors, partners, or accountants for auditing, updates, or review.

Types of Items You Can Export​

  • Inventory Items: Products that you track as part of your stock or inventory.
  • Non-Inventory Items: Items you purchase but don’t track as part of inventory, such as office supplies.
  • Service Items: Services you provide, which may include labor, consulting, or other non-tangible items.
  • Other Charges: Miscellaneous fees or charges not tied directly to products or services.

Step 1: Export a List of Items in QuickBooks Desktop​

1.1: Open QuickBooks Desktop​

  1. Launch QuickBooks Desktop: Ensure that you are logged into the correct company file where the item list is maintained.

1.2: Navigate to the Item List​

  1. Go to Lists: In the top menu, click on Lists.
  2. Select Item List: From the drop-down, choose Item List. This will display all the items you currently have in QuickBooks, including inventory, non-inventory, service items, and other charges.

1.3: Export the Item List​

  1. Go to Excel: At the bottom of the Item List screen, click on the Excel button. This option allows you to export the item list to an Excel file.
  2. Create New Worksheet:
    • Select Create New Worksheet to export the list into a new Excel file.
    • If you prefer to add the data to an existing worksheet, you can select Update an Existing Worksheet and browse for the file you want to update.
  3. Select Export Options: Once you’ve made your selection, click Export. QuickBooks will generate the Excel file with your item list.
  4. Save the File: In Excel, review the exported data and save the file to your desired location for future use.

1.4: Verify Exported Data​

  1. Open the Excel File: Navigate to the location where you saved the file, and open it to verify that all your item details, such as item names, descriptions, prices, and quantities, have been correctly exported.
  2. Review Data: Ensure that all fields have been correctly transferred, and make any adjustments or formatting changes necessary.

Step 2: Export a List of Items in QuickBooks Online​

2.1: Log into QuickBooks Online​

  1. Open QuickBooks Online: Use your login credentials to access your QuickBooks Online account.
  2. Select the Correct Company: If you manage multiple businesses in QuickBooks Online, make sure you are working in the correct company file.

2.2: Access the Products and Services List​

  1. Go to Sales: In the left-hand navigation menu, click on Sales.
  2. Select Products and Services: From the Sales submenu, click on Products and Services. This will display all the items currently listed in your QuickBooks Online account, including inventory, non-inventory, and service items.

2.3: Export the Products and Services List​

  1. Click Export to Excel:
    • At the top-right corner of the Products and Services page, click the Export to Excel button. This will prompt QuickBooks to generate an Excel file of your items list.
  2. Save the File: Choose a location on your computer to save the exported Excel file and click Save.

2.4: Review and Verify the Data​

  1. Open the Excel File: Open the saved file in Excel to review the exported item details.
  2. Check for Accuracy: Verify that all relevant item details, including names, descriptions, prices, and quantities, have been exported correctly.

Step 3: Customize the Item List Before Exporting​

If you want to customize the data you export, such as by removing certain fields or filtering specific items, you can do this before exporting.

3.1: Customize Item List in QuickBooks Desktop​

  1. Go to Customize Columns:
    • In the Item List, right-click anywhere on the list and choose Customize Columns.
  2. Select or Remove Columns:
    • Use the Add and Remove buttons to choose which columns you want to display in your export. You can add fields like Cost, Sales Price, Quantity on Hand, and Description or remove fields that you don’t need.
  3. Click OK: Once you’ve customized the columns, click OK. The changes will be reflected in your list and the exported file.

3.2: Customize Item List in QuickBooks Online​

  1. Filter Items: If you only want to export certain items (such as inventory items or active products), use the filter feature on the Products and Services page to display only the items you want to export.
  2. Customize Columns: Click the gear icon above the table to customize which columns are displayed (e.g., Name, SKU, Sales Price, Quantity). Adjust these settings before exporting the file.

Step 4: Import the Exported Item List (Optional)​

If you need to import the exported item list back into QuickBooks or another system, you can follow QuickBooks’ import functionality. This step is particularly useful if you’re migrating data between systems or need to update large amounts of item data.

4.1: Prepare the File for Import​

  1. Format the File: Ensure that the exported file has the necessary columns and fields required by QuickBooks for importing. For example, QuickBooks requires columns like Item Name, Type, Price, and Quantity to be formatted correctly.
  2. Save as CSV: For importing into QuickBooks, the file often needs to be saved in CSV format (Comma-Separated Values). Go to File > Save As in Excel and select CSV from the list of file formats.

4.2: Import the Item List into QuickBooks​

  1. Go to Settings: In QuickBooks Online, click on the Settings gear icon in the upper right-hand corner.
  2. Select Import Data: Under Tools, select Import Data, then click Products and Services.
  3. Upload the CSV File: Follow the prompts to upload your CSV file, map the fields, and import the data back into QuickBooks.

Step 5: Troubleshooting Common Issues​

5.1: Missing Data in the Export​

  • Issue: Some fields or items are missing in the exported file.
  • Solution: Ensure that all relevant columns are displayed in the Item List before exporting. Use the Customize Columns option to add missing fields.

5.2: Incorrect Data Formatting​

  • Issue: Data in the exported file is not formatted correctly.
  • Solution: After exporting, you may need to adjust the formatting in Excel, especially for fields like dates or currency values. Ensure that all values are in a readable format before sharing or importing the data.

5.3: Duplicate Items​

  • Issue: Duplicate items appear in the exported list.
  • Solution: Before exporting, filter out inactive or duplicate items from the list. QuickBooks allows you to sort and filter items to avoid duplication.

Conclusion​

Exporting a list of items from QuickBooks, whether from QuickBooks Desktop or QuickBooks Online, is an efficient way to manage your inventory and product data. It allows for external analysis, backup, and system migration. By following the steps in this guide, you can easily export item lists, customize the export, and even re-import data if necessary. Always remember to review and verify your exported data to ensure it’s accurate and useful for your business needs.