Exporting your Chart of Accounts (CoA) from QuickBooks is one of the most common tasks for accountants, business owners, and finance teams. Whether you’re backing up data, migrating to a new system, preparing for an audit, or analyzing your financial structure in Excel, having a clean, complete export saves hours of manual work.
This all-in-one guide covers QuickBooks Online and QuickBooks Desktop (Pro, Premier, Enterprise) with the most up-to-date methods for 2026. You’ll learn native exports, advanced techniques, troubleshooting, post-export workflows, and how to automate everything with tools like Dancing Numbers.
Why Export Your Chart of Accounts? (Real-World Use Cases)
Most users export the CoA for one of these reasons:
- Data Migration – Moving from Desktop to Online, or to Xero, NetSuite, or Sage.
- Accountant/Auditor Requests – CPAs often ask for the full list with balances and sub-account structure.
- Financial Analysis – Pivot tables in Excel to spot underused accounts or reclassify expenses.
- Backup & Recovery – Before major changes like company file condense or year-end close.
- Cleaning & Optimization – Identify duplicates, inactive accounts, or numbering gaps.
- Tax Preparation – Map accounts to tax categories for TurboTax or specialist software.
- E-commerce/Integrations – Sync with Shopify, Amazon, or CRM tools that need your account structure.
Real Example: A mid-sized manufacturing company exported their CoA before migrating to QuickBooks Online. They discovered 47 inactive expense accounts and 12 duplicate sub-accounts—cleaning them saved $4,200 in annual reconciliation time.
Pro Tip: Always create a full backup first.
- Desktop: File → Back Up Company → Create Local Backup.
- Online: Settings → Export Data (full company backup option).
Desktop vs Online: Key Differences in 2026
| Feature | QuickBooks Online | QuickBooks Desktop |
|---|---|---|
| Primary Export Format | Excel, CSV, PDF | Excel, IIF, CSV |
| Includes Current Balances | Yes (via customized report) | Yes (Account Listing report) |
| Sub-Account Hierarchy | Automatically indented | Preserved in IIF; manual in reports |
| Bulk Export Multiple Lists | Yes (Settings → Export Data) | Yes (Lists → Export) |
| Automation/Scheduling | Limited native; use apps | Limited native; use Dancing Numbers |
| UI Changes in 2026 | New left nav, AI-powered search | Modern ribbon interface, dark mode |
Which Export Method Should You Use in 2026?
| Method | Best For | Time | Includes Balances | Best Platform | Skill Level |
|---|---|---|---|---|---|
| Native Account List Report | Quick one-time exports | 1–3 min | Yes | Both | Beginner |
| Settings → Export Data (Bulk) | Multiple lists + full backup | 4–6 min | Optional | Online only | Intermediate |
| IIF Export | Full migration, exact hierarchy | 6–10 min | No | Desktop only | Advanced |
| Dancing Numbers Exporter | Recurring, filtered, scheduled | <60 sec | Yes | Both | All levels |
Recommendation: Use native methods for occasional needs. Switch to Dancing Numbers when you export more than twice a month.
How to Export Chart of Accounts from QuickBooks Online (2026 Interface)
QuickBooks Online (QBO) has transitioned many users to a new navigation interface. Depending on your view, follow one of the two methods below.
Method 1: The “Run Report” Method (Best for Excel/Reporting)
This is the most common method if you need to manipulate the data in Excel.
- Log in to QuickBooks Online (admin or accountant view recommended).
- Click Reports in the left sidebar.
- In the search bar, type “Account List” → select the standard report.
- Click Customize (top right).
- Under Rows/Columns → check Sub-accounts and Account Number.
- Under Filter → set date range to “All Dates” for full history.
- Add Balance column if needed.
- Click Run report.
- At the top right, click the Export icon (arrow pointing up) → Export to Excel.
Result: You get a perfectly formatted Excel file with columns: Account Name, Type, Detail Type, Number, Description, Balance, Sub-account status.
Method 2: Bulk Export via Settings (Great for Accountants)
Use this if you are exporting multiple lists at once.
- Click the Gear icon (top right) → Export Data (under Tools).
- Select your company → Continue.
- On the Reports tab, check Account List.
- Choose All lists if you want Customers, Vendors, etc. too.
- Click Export → file downloads as .zip (Excel files inside).
Bonus: In 2026, you can now filter by “Active only” or “Include inactive” directly in the export wizard.
How to Export Chart of Accounts from QuickBooks Desktop
QuickBooks Desktop offers more technical formats, such as .IIF, which is specific to Intuit software.
Method 1: Account Listing Report (Recommended for Most Users)
- Open your company file (single-user mode recommended).
- Go to Lists → Chart of Accounts.
- In the Chart of Accounts window, click the Reports button at the bottom → Account Listing.
- The report opens. Click Customize Report (or Modify Report).
- Add columns: Balance, Account Number, Type.
- Filter: Active status = All.
- Click the Excel button in the toolbar → Create New Worksheet → In new workbook.
- Save as .xlsx or .csv.
Result: Clean Excel with hierarchy preserved via indentation.
Method 2: Exporting to .IIF for Migration (QuickBooks to QuickBooks)
- File → Utilities → Export → Lists to IIF Files.
- Check Chart of Accounts → OK.
- Save the .iif file.
- To view in Excel:
- Open Excel → Data → From Text/CSV → select .iif.
- Use Tab as delimiter → Finish.
Choosing the Right Format: Excel vs. CSV vs. IIF
| Format | Best For… | User Benefit |
| Excel (.XLSX) | Audits & CPA Reviews | Easy to read, filter, and print. |
| CSV | Third-Party Software | High compatibility with non-Intuit apps. |
| IIF | QuickBooks Migration | Maintains sub-account structures for imports. |
Exporting Sub-Accounts & Hierarchy – Pro Tips
Sub-accounts are the #1 pain point. Here’s how to keep them perfect:
- Online: In the Account List report, the “Parent Account” column appears automatically. Use Excel’s Group feature (Data → Group) to collapse/expand.
- Desktop: IIF export keeps the exact structure. After export, add a helper column in Excel: =IF(B2=””, A1, B2) to fill parent names down.
Example Exported Data (Snippet)
| Account Number | Account Name | Account Type | Detail Type | Balance | Parent Account |
|---|---|---|---|---|---|
| 1000 | Bank Accounts | Bank | Bank | — | — |
| 1010 | Checking Account | Bank | Checking | $45,230.45 | Bank Accounts |
| 1020 | Savings Account | Bank | Savings | $12,890.00 | Bank Accounts |
Troubleshooting: 15 Common Export Issues & Fixes (2026)
| Issue | Cause | Fix (2026) |
|---|---|---|
| Export button grayed out | Non-admin user | Switch to Accountant/Admin view |
| Sub-accounts not indented | Report not customized | Re-run with “Display sub-accounts” checked |
| IIF file opens as gibberish | Opened directly in Excel | Use Data → From Text/CSV (Tab delimited) |
| Balances show $0 | Date range wrong | Set to “All Dates” |
| Missing accounts | Inactive status filtered | Include inactive in filters |
| File too large (>10MB) | Too many transactions | Export only CoA, not full transaction history |
What to Do After Exporting: Real Workflows
Step-by-Step Excel Cleanup Example
- Delete unused columns (e.g., “Currency” if all USD).
- Use Find & Replace to fix numbering (e.g., replace “Expense:” with nothing).
- Add a “Status” column: =IF(ISBLANK(Balance),”Inactive”,”Active”).
- Create a PivotTable: Rows = Account Type, Values = Sum of Balance.
Migration Workflow Export → Clean in Excel → Use Dancing Numbers Import to bring into new file (preserves hierarchy 100%).
Automate Recurring Exports with Dancing Numbers
Manual exports are fine once. For monthly backups, quarterly reports, or daily syncs to Google Sheets:
Dancing Numbers Exporter Features (2026)
- Export filtered CoA (e.g., only Expense accounts).
- Schedule automatic runs (daily/weekly).
- Direct export to Excel, Google Sheets, or CSV.
- Preserve sub-account hierarchy perfectly.
- One-click “Export & Email” to your accountant.
Real User Story: A CPA firm using Dancing Numbers reduced client CoA export time from 45 minutes to 90 seconds per client. They now run 40 automated exports every month.
FAQ: Quick Answers
Q1: Can I export Chart of Accounts with balances?
Yes – use the Account List report and add the Balance column.
Q2: Does QuickBooks Online support IIF export?
No. IIF is Desktop-only. Use Excel export instead.
Q3: How do I export inactive accounts?
In Online: Customize report → Filter → Status = All. In Desktop: Include inactive in the report settings.
Q4: Can I export to Google Sheets directly?
Yes, with Dancing Numbers or by copying the Excel export.
Q5: What’s the difference between Account List and Chart of Accounts report?
Account List is the export-friendly version. Chart of Accounts is just the list view.
Q6: Will my sub-accounts stay nested after export?
Yes in both platforms if you use the correct method.
Q7: How often should I export my CoA?
At minimum: quarterly. For growing businesses: monthly.
Q8: Is there a way to export only certain account types?
Yes – filter by Type in the report customization.
Q9: Can I re-import the exported file back into QuickBooks?
Yes – use our Import Chart of Accounts guide.
Q10: Does Dancing Numbers work with QuickBooks Enterprise 2026?
Yes – fully compatible with all current versions.
