How to Export Customer List from QuickBooks to Excel?

Wondering how you can export customer lists from QuickBooks yourself? You should know that it is a simple, so it […]

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Wondering how you can export customer lists from QuickBooks yourself?

You should know that it is a simple, so it yourself process. But before that, it is better to understand the relevance of customer list data in QuickBooks. The customer list in your QuickBooks accounting software stores the list of your customers, their addresses, contact details. You can use these details to send invoices to your customers and record different transactions as well.

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You can export the customer list in excel and keep it for analysis and maintaining records. This data helps in managing your customers in QuickBooks. And you will not have to keep any manual or paper-based records, since everything is already there in your QuickBooks accounting software. You can add or set up new customers when required, edit and manage the list whenever you wish to. Let us move to our next section, where we are going to discuss the option available to you for exporting the customer list from QuickBooks to excel and the steps to perform them.

Why Export a Customer List from QuickBooks?

Whether your company offers goods or services, QuickBooks initiates a series of processes upon a new customer’s first sale. Creating a new customer, entering their details, attaching files, and-the top of all this work-sending an invoice could be involved.

A useful tool for organizing your connections is a list. You can initiate batch activities, such as creating statements, sending emails, or deactivating clients, by clicking on a specific number of customers.

Notably, you can export a customer list from QuickBooks for a variety of reasons. A list of the most typical situations is provided below:

  • Creating a data backup in a different application or database in case of unforeseen problems with QuickBooks, cloud infrastructure problems, or plain old human error.
  • Moving data for analysis and visualization to a different program. Graphs, dashboards, and charts with eye-catching visuals can help you make better data-driven decisions and accelerate the expansion of your company.
  • Transferring data to an alternate application while manually updating QuickBooks to the most recent version (this pertains to the QuickBooks Desktop).
  • Transferring client information to a division or another company you own.
  • Connecting QuickBooks with programs like CRM (like Salesforce) and ticketing systems (like JIRA).

You can use third-party tools that automate the process and provide greater flexibility, or you can manually export your client list using QuickBooks’ built-in export features. Everything is dependent upon your company’s bookkeeping requirements. Also, the export options vary based on whether QuickBooks is used on a desktop or online platform.

How to Export Customer List from QuickBooks to Excel

If you want to export your customer list and information from QuickBooks to excel, you can do so by using below two options:

  • Exporting customer list/data from customer’s page.
  • Exporting customer list from the Reports page.

We will see a step-wise step process for both the options:

Exporting Customer List/Data from Customer’s Page

If you export the customer list using this option, you will be able to get the details like Name, company, address, phone number, email address, customer type, Attachment, currency, balance, and notes, etc. You can follow the below-numbered steps to perform the export process:

  • First of all, open QuickBooks, Select Sales from the left menu and then click on Customers.
Exporting customer list/data from customer’s page
  • In this step, Locate the Export Icon next to the Print Icon and click on it.
  • After the above, in the last step, click on Export to Excel.

Exporting the Customer List or data from the Reports page

If you decide to choose this option, you will be able to customize your customer list as per your requirement before you export it in excel. This helps specifically in the case where you are in need of information in a particular format. You need to simply follow the below steps to export the customer list.

  • At first, open QuickBooks and click on Reports from the left menu.
  • Now you need to go to the Sales and Customer Section and choose customer Contact List.
  • After clicking on the customer list, you can modify the list by click on the Three Vertical Dots and then clicking on customize. You can select change columns under row/column drop-down, add desired columns and then choose to run the report. If you want to use the same parameters in future click on save customization at the upper right menu.
Exporting the customer list or data from the Reports page
Exporting the customer list or data from the Reports page
  • After you are done with the customization, click on Export Icon Next to the Print Icon and then click on Export to Excel.

How to Export a Customer List from QuickBooks Online

To export a customer list from QuickBooks Online there are two ways. Firstly, it is from the Customer page, and the other one is from the Report page. You can export data from QuickBooks to Excel using either of these choices, and you can export data to PDF directly from the Reports page.

Every choice has a different result. For example, there are more column categories in the exported Excel file from the Customers page, which results in a more ordered listing of the data. Although you can export fewer columns from the Reports page, it still provides customization capabilities, allowing you to aggregate client data by any desired category.

Should you find that Excel or PDF formats aren’t enough, you might want to consider automatically exporting a customer list from QuickBooks.

Export a Customer List from the Customers Page in QuickBooks Online

Information such as Name, Company, Address, Phone number, Email address, Attachment, Open Balance, and Notes can be exported from the Customer page.

  • Once you are logged in to your QuickBooks Online, go to either:
    • Get paid and pay or Customers and leads in the Business View.
    • Or Sales, then Customers in the Accountant View.
  • Then you have to select the Customers tab.
  • Now you have to select the Export icon that next to the Print icon.
  • Then you have to choose Export to Excel.

Export a Customer List from the Reports Page in QuickBooks Online

You can change the data you wish to export to Excel or PDF by exporting your customer list from the Reports page.

  • You can go to the Business overview and then you have to select Reports.
  • Then you have to search for the Customer Contact List Report as shown below.
  • You can click the Customize button that is on the right-hand side and that is on the next page, you have to select which information you want to export. Now you have to hit Run Report.
  • Now you have to select the Export icon that is next to the Print icon, then you have to choose Export to Excel or Export to PDF.

Why use Third-party Tools to Export a Customer List from QuickBooks

If you export a lot of client data, QuickBooks gives you an advantage by enabling bulk data export for numerous entries at once.

Let’s face it, though: what happens if you only want to fetch a portion of the customer list rather than the complete one? Assume for the moment that you wish to provide client data to an outside team that requires particular customer records in order to provide their services. Could you provide everyone in your company full access without having to worry about their viewing, editing, removing, or exporting records that they shouldn’t?

What would happen if you had to export client lists on a daily or even weekly basis? The productivity of your work will undoubtedly suffer from frequent data exports, just like it will from any monotonous jobs and routine, repetitive procedures. These chores are time-consuming and draining.

You might greatly alleviate all of your problems with consistent, secure consumer data export and enhance the caliber of your exported data by using third-party solutions. You may therefore operate and manage your company more skillfully and get more value out of your analytics.

We have tried to be inclusive as well as simple in detailing the process steps, so that even a lay man can understand it without much hassle, hope it proves to be insightful for you. We have also collated a few frequently asked Questions from users, let us discuss those in the next section, so that, you can gather more knowledge around the topic.

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Frequently Asked Questions

Can You List the Steps I can use to Export the Vendor List from QuickBooks to Excel?

First, click on the centre comprising of the vendor list that you wish to export. Now click on vendors you want to export, and click on the excel drop-down menu and click on the export vendor list. After that, go to the export window and choose whether you wish to create a new worksheet or update the existing one. Once you are done with this, you can click on the export button to export the vendor list in an excel sheet.

Would you Please help me in Exporting Customer Notes from QuickBooks Desktop?

At the start, go to the Reports, select list, and then click on the customer contact list. After that go to the customized report button and select display. Now select notes under columns and put a check-mark on all note selection. After that, you need to click on OK and select excel, and choose to create a new worksheet.

Can you Help me in knowing the Process of Emailing a Batch invoice in QuickBooks Desktop?

First of all, open the QuickBooks desktop and go to the File menu. After that, select send forms and click on the checkbox against each invoice or form that you wish to send. If you want you can choose to combine forms to a single recipient in one email option and send multiple forms to one customer. After that, you just need to click on send now to send the emails.

Can you List down the Steps to Add Lines to an Invoice in QuickBooks?

You need to start the process by clicking on the plus icon and select invoices under customers. Now you need to fill up the necessary required information, then click on the last box/line under product/service to add a row. After that, click on add the product/item and amount details, and then click on save and close.

Can you Let me Know How can Print a Line Invoice in QuickBooks?

First of all, you need to click on File from the upper menu and then click on Select Print forms. After that, click to choose invoice and then select the invoices you wish to print and click on OK. After that, you need to put a check-mark beside the do not print lines around each field box and then click on the print button.

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