How to Export Reports as Excel Workbooks in QuickBooks Desktop/Mac?

Effective data management enables precise and accurate financial reporting. Business owners rely on accuracy to manage business finances efficiently. Sharing data between platforms improves accuracy. An essential step is exporting data from QuickBooks to Excel.

Exporting reports in QuickBooks Desktop or Mac as Excel workbooks allows a complete financial analysis. Users track data, monitor performance trends, and generate precise budgets. This enhances precision, supports strategic business decisions, and facilitates financial projections.

Understanding how to export QuickBooks reports to Excel makes data sharing and evaluation easy. It boosts operational performance and optimizes financial management. This guide explains in detail how to export a report to Excel from QuickBooks and what the benefits are.

Reasons to Export QuickBooks Data to Excel

Exporting QuickBooks data to the Excel application offers several business benefits. It expands the value of financial statements and makes data easier to use. Here are the points that elaborate on the key advantages:

• Data Evaluation

Transferring QuickBooks reports to Excel helps in high-level analysis. Users conduct calculations, create charts, and access analytical tools to understand trends in financial data.

• Modification

Excel provides adjustable formatting and personalization. Users change layouts, enter formulas, and prepare visuals that address business necessities.

• Data Merging

In Excel, exported QuickBooks data integrates with other datasets seamlessly. This generates a comprehensive analysis that boosts data-driven decisions.

• Data Sharing and Teamwork

Excel files allow protected information sharing with stakeholders, team members, or accountants. No QuickBooks access is needed for this sharing. This promotes clear and collaborative financial analysis.

How to Export QuickBooks Desktop Reports directly to Excel?

QuickBooks helps in exporting reports in several formats. Such formats include CSV, Excel (.xlsx), and PDF. The steps shared below show how to export a report in QuickBooks Desktop as an Excel file:

1. QuickBooks Desktop for Windows

1. Open the “Reports” section in QuickBooks and then choose the option “Reports Center“.
2. Find and click twice on the report to export.
3. Now, click the “Excel” dropdown.
4. Select “Create New Worksheet” or “Update Existing Worksheet“.
5. In case the report has too many columns, choose the “Advanced” option.
6. Now, disable column spacing and click the “OK” button.
7. Choose the “OK” button to finish the export.

2. QuickBooks Desktop for Mac

Excel workbooks are compatible with Apple Numbers (3.5+)and Microsoft Excel 2016 or later, including Mac Office 365. Here are the steps to export a report in QuickBooks Desktop (Mac) as an Excel file:

1. Head to the “Reports” option and select the report to export.
2. Choose the “Export” option.
3. When the file appears, click the “File” button.
4. Now, click the “Save As” option to choose the preferred location.

QuickBooks uses the default application to open Excel workbooks. To modify these settings, follow these steps:

1. Right-click the file and choose the “Get Info” option.
2. In the “Open With” menu, select the “Microsoft Excel” option.
3. Click the “Change All” option to implement the selection.

Note: To modify the exported file type, change the report preferences in QuickBooks.

3. Create Payroll Reports in Excel

Payroll reports in Excel comprise data usable only in Excel. QuickBooks Desktop for Windows offers multiple payroll reports that enhance financial clarity and workforce management.

Here is the list of the available Payroll Reports in Excel:

• Summarize Payroll Data in Excel
• Certified Payroll Report
• Payroll Summary by Tax Tracking Type
• Employee Time and Costs
• Employee Sick and Vacation History
• Employee Direct Deposit Listing
• Tax Form Worksheets
• Payroll Liability Accruals and Payments
• Deferred Compensation Report for 401(k) and others
• Local Tax Summary
• Payroll by Department or ClassTop of Form

To Create Payroll Reports in Excel, follow these steps:

1. Click the “Reports” tab and then choose the “Employees & Payroll” option.
2. Select the option “More Payroll Reports in Excel“.
3. Choose the preferred report type.
4. Activate Macros when notified.
5. Select the date range and then choose the option “Get QuickBooks Data“. Alternatively, select the “Create Report” option.

To Create a Short Payroll Data Report in Excel, Follow these steps:

1. Head to the “Reports” option.
2. Now, click the “Employees & Payroll” option.
3. Choose the option “Summarize Payroll Data in Excel“.
4. Allow Macros when notified.
5. Click the “Options/Settings” tab to modify workbook settings.
6. Choose or erase checkboxes, then click the “OK” button.
7.  Add the date range and choose the option “Get QuickBooks Data“.
8. The Summarize Payroll Data report comprises information like:
   • Employee Journal by Check
   • Year-to-Date (YTD) Reports
   • Rates and Hours by Job
   • State Wage Listing
   • Deferred Compensation
   • Quarterly Employee Summary
   • Form 8846 Worksheet
   • Effective Dates by Item and Employee

4. Get Latest Reports while using Excel

Excel reports can be updated by including the latest QuickBooks entries. Here are the steps to get the current reports using Excel:

1. Open the QuickBooks Company file.
2. Head to the “QuickBooks” tab in Microsoft Excel.
3. Choose the “Update Report” option to update the data.

5. Turn on Macro Permissions in Excel

Macros enhance data management in Excel by automating tasks. In case a security notification shows an “Enable Content” button, click the “Enable” tab.

In case the “Enable Content” button is not present, perform the following steps:

1. Choose the “File” tab and then click the “Options” button.
2. Select the “Trust Center” options.
3. Now, click the tab “Trust Center Settings“.
4. Choose the option “Macro Settings” and then select the tab “Disable all macros with notifications“.
5. Click the “OK” button to save.
6. Close the workbook from QuickBooks Desktop and then open it again.

6. Troubleshoot Export Errors

To troubleshoot export reports, perform the following steps:

1. Update to the latest version of Microsoft Excel.
2. Prepare an SUI file.
3. Save the particular file as “Excel Macro-Enabled Workbook” (.xlsm).
4. Open the .xslm file and allow Macros.
5. Head to the “Add-Ins” tab.
6. From the dropdown for “QuickBooks Payroll State SUI E-File“, choose the option “Refresh State Data“.
7. Select the right values for:
   • State: Filing State
   • Filing Year: Right Year
   • Quarter: Right Quarter
8. To get the update details, choose the option “Get QuickBooks Data“.

What Type of Data can be exported to Excel from QuickBooks?

Exporting data to Excel from QuickBooks enhances ease of reporting, evaluation, and data exchange. Here is the list of the data that can be exported to Excel from QuickBooks:

• Vendor, Customer, and Payroll Records

Export lists include vendor, customer, and employee information like balances, names, and contact details. Transaction exports by category, covering purchase orders and project estimates.

• Product List

QuickBooks exports all stock items for improved inventory monitoring and performance checks. In Excel, users update and evaluate the data for in-depth analysis.

• Reports

Exporting QuickBooks reports to Excel includes high-level reporting control. Users use formulas to determine the calculations and totals without altering footers, headers, and labels. This activates report optimization outside the built-in QuickBooks options.

Exporting reports to Excel supports data analysis, enhances business scalability, and enables data sharing. This guide explains how to export reports as Excel Workbooks in QuickBooks Desktop/Mac has been shared.

Still, if there is any query or doubt, feel free to reach out to our QuickBooks support staff. Our team of QuickBooks experts is highly qualified in dealing with such queries.

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