How to Export and Import Chart of Accounts in QuickBooks Desktop and Online

The Chart of Accounts is an important part of your QuickBooks company file. It organizes your financial records into categories such as assets, liabilities, income, expenses, and equity. Generally, users need to export the Chart of Accounts to review your account structure, share it with an accountant, or transfer supported list data to another company file. Along with that, import process helps you add multiple accounts from an existing spreadsheet or file instead of creating each account manually. The process and supported file formats differ between QuickBooks Desktop and QuickBooks Online. This guide explains how to export import Chart of Accounts QuickBooks in both versions.

What Is the Chart of Accounts in QuickBooks?

The Chart of Accounts is a complete list of the accounts that QuickBooks uses to organize your business transactions. These accounts generally include:

• Assets: Bank accounts, accounts receivable, inventory, and other business assets.
• Liabilities: Loans, credit cards, and accounts payable.
• Income: Sales and other sources of business revenue.
• Expenses: Rent, utilities, payroll, supplies, and other business costs.
• Equity: Owner contributions, retained earnings, and other equity accounts.

Organized Chart of Accounts helps you record transactions under the correct categories and generate accurate financial reports.

QuickBooks Chart of Accounts: Import and Export File Format Options?

The right file format depends on your QuickBooks version and the purpose of the import or export. 

Excel (.XLSX)	Review, edit, organize, and import account information.
CSV	Import structured account data into QuickBooks Online or compatible applications.
IIF	Import and export supported list data between QuickBooks Desktop company files.

How to Import and Export Chart of Accounts in QuickBooks Desktop?

This section will explain how to export the Chart of Accounts from QuickBooks Desktop and import it back using the supported file formats and methods.

1. Export Chart of Accounts from QuickBooks Desktop

QuickBooks Desktop gives you two ways to export your Chart of Accounts. You can export the Account Listing report to Excel to review or share account information. Also, you can export the account list as an IIF file when you need to transfer Chart of Accounts between QuickBooks files which is supported list data in QuickBooks Desktop.

Prerequisites

Check these points before you start:

• Switch to Single-user Mode for IIF exports.
• Use an administrator account when required.
• Install Microsoft Excel to export or review reports in Excel.
• Run Verify Data to check for company file issues.

Method 1: Export the Account Listing Report

This method creates an Excel-based copy of your Chart of Accounts that you can review, organize, or use as a reference.

• Open your QuickBooks Desktop company file.
• Navigate to the Lists options and select Chart of Accounts.
• Click Reports at the bottom of the Chart of Accounts window and select Account Listing.
• Once the report appears, select Customize Report or Modify Report to update the report details.
• Include Balance, Account Number, and Type in the report columns.
• Choose All under Active status to display every account.
• You can review the active account settings as needed.
• Select Excel from the report toolbar.
• Click Create New Worksheet and select In New Workbook.
• Export and save the file as an Excel workbook. You can later use Excel’s Save As option to convert the file to CSV when needed.

The exported file provides a copy of your account information that you can review, edit, share, or use as a starting point for creating a standardized account template.

Method 2: Export the Chart of Accounts as an IIF File

Proceed with this solution when you want to transfer the Chart of Accounts between QuickBooks Desktop company files.

• Go to File and select Utilities.
• Select Export and choose Lists to IIF Files.
• Select Chart of Accounts and click OK.
• Choose the folder where you want to save the file.
• Enter a name for the file and save it with the .IIF extension.

You can open the IIF file in Excel when you need to review its contents.

• Open Microsoft Excel.
• Go to Data and select From Text/CSV.
• Select the IIF file that you exported from QuickBooks.
• Choose Tab as the delimiter and complete the import.

The file contents will then appear in an Excel worksheet for review or editing.

2. Import the Chart of Accounts in QuickBooks Desktop

QuickBooks Desktop lets you import a Chart of Accounts from an Excel file or an IIF file. Create a backup of your company file before importing data so you have a restore point. 

Method 1: Import the Chart of Accounts From Excel

Prepare an Excel file containing the account information you want to add.

• Open your QuickBooks Desktop company file.
• Go to Lists and select Chart of Accounts.
• Select the Account drop-down at the bottom of the window.
• Choose Import from Excel.
• Select Browse and choose the Excel file containing your Chart of Accounts.
• Select the worksheet that contains the account data.
• Map the QuickBooks fields to the corresponding columns in your spreadsheet.
• Enter a name for the mapping and select Account as the import type.
• Save the mapping and select Import.
• Confirm the import when prompted.

QuickBooks adds the mapped account information to your Chart of Accounts.

Method 2: Import the Chart of Accounts Using an IIF File

When you have a properly formatted IIF file, you can use this method:  

• Back up your QuickBooks company file.
• Open QuickBooks Desktop and go to File.
• Select Utilities >> Import >> IIF Files.
• Select Import IIF.
• Locate and select the IIF file.
• Select OK to start the import.

QuickBooks imports the account list from the IIF file into your company file. Back up your company data before importing, especially when you import list data from an external source.

How to Import and Export Chart of Accounts in QuickBooks Online?

Now, we will cover the available methods to export the Chart of Accounts from QuickBooks Online and import account data using supported file formats.

1. Export the Chart of Accounts in QuickBooks Online

QuickBooks Online provides more than one way to export your Chart of Accounts. You can download the Account List report when you only need your account information, or use the Export Data option to download multiple reports and lists together.

Prerequisites

Review these points before you export your account information: 

• Sign in with permission to access reports or export data.
• Use an updated, supported browser.
• Enable account numbers to include them in the export.
• Clear the browser cache when the report or export option does not load.

Method 1: Export the Chart of Accounts Through the Account List Report

Use this method when you need to download the Chart of Accounts and work with the data in Excel.

• Sign in to your QuickBooks Online company.
• Select Reports from the left navigation panel.
• Search for Account List and open the report.
• Select Customize from the upper-right corner and adjust the report details based on your requirements.
  • Add Account Number and Sub-accounts under the available rows or columns options.
  • Set the appropriate filters to include the account information you need.
  • Include additional details, such as account balances, when required.
• Tap on Run report to apply your changes.
• Select the Export option and choose Export to Excel.

QuickBooks Online downloads the Account List as an Excel file. The exact export option may look different in the classic and new enhanced report views.

Method 2: Export the Chart of Accounts Through Export Data

Use this option when you want to export the Account List along with other company lists or reports.

• Select the Gear icon in the upper-right corner.
• Choose Export data from the available tools.
• Select the company and continue to the export options.
• Open the Reports section and select Account List.
• Choose All lists when you want to export additional lists, such as customers or vendors.
• At last, click on the  Export button to download the available data.

QuickBooks Online prepares the selected information for export and downloads the files as an Excel-based ZIP file. You can extract the ZIP folder to access the exported reports and lists.

How to Import and Export Chart of Accounts in QuickBooks Online?

Now, we will cover the available methods to export the Chart of Accounts from QuickBooks Online and import account data using supported file formats.

1. Export the Chart of Accounts in QuickBooks Online

QuickBooks Online provides more than one way to export your Chart of Accounts. You can download the Account List report when you only need your account information, or use the Export Data option to download multiple reports and lists together.

Prerequisites

Review these points before you export your account information: 

• Sign in with permission to access reports or export data.
• Use an updated, supported browser.
• Enable account numbers to include them in the export.
• Clear the browser cache when the report or export option does not load.

Method 1: Export the Chart of Accounts Through the Account List Report

Use this method when you need to download the Chart of Accounts and work with the data in Excel.

• Sign in to your QuickBooks Online company.
• Select Reports from the left navigation panel.
• Search for Account List and open the report.
• Select Customize from the upper-right corner and adjust the report details based on your requirements.
  • Add Account Number and Sub-accounts under the available rows or columns options.
  • Set the appropriate filters to include the account information you need.
  • Include additional details, such as account balances, when required.
• Tap on Run report to apply your changes.
• Select the Export option and choose Export to Excel.

QuickBooks Online downloads the Account List as an Excel file. The exact export option may look different in the classic and new enhanced report views.

Method 2: Export the Chart of Accounts Through Export Data

Use this option when you want to export the Account List along with other company lists or reports.

• Select the Gear icon in the upper-right corner.
• Choose Export data from the available tools.
• Select the company and continue to the export options.
• Open the Reports section and select Account List.
• Choose All lists when you want to export additional lists, such as customers or vendors.
• At last, click on the  Export button to download the available data.

QuickBooks Online prepares the selected information for export and downloads the files as an Excel-based ZIP file. You can extract the ZIP folder to access the exported reports and lists.

2. Import the Chart of Accounts in QuickBooks Online

QuickBooks Online includes a built-in import feature that lets you add multiple accounts from an Excel or CSV file. This method helps you set up your Chart of Accounts without entering each account manually. Here is how to import Chart of Accounts in QuickBooks Online: 

• Prepare an Excel or CSV file containing your account information, including Account Name, Account Type, and Detail Type.
• Sign in to QuickBooks Online and open the Chart of Accounts section.
• Select the Settings icon and choose Import.

• Select Chart of Accounts as the data type you want to import.

• Upload your prepared Excel or CSV file.

• Map the spreadsheet columns to the corresponding QuickBooks fields.
• Review the mapped information and correct any errors.

• Click Start Import to add the accounts to your Chart of Accounts.

Conclusion

Export Import Chart of Accounts QuickBooks to help you manage your account structure and avoid a manual rebuild. QuickBooks Desktop supports Excel-based workflows and IIF files, and QuickBooks Online supports spreadsheet imports and Excel-based exports. Choose the file format and method based on your purpose. Use Excel when you need to review or organize account information, use CSV for compatible spreadsheet imports, and use IIF when you transfer supported lists between QuickBooks Desktop company files. Review your data before you import it, and keep a backup of your QuickBooks Desktop company file to protect your existing records.

Frequently Asked Questions