- Exporting invoices from QuickBooks to an application like Excel can be a plus for small businesses.
- It's efficient and you're likely to get paid more quickly.
- It's less expensive and includes design options and features like invoice tracking.
- This makes record keeping easy.
- This article is for business owners and professionals who want to learn how to export invoices from QuickBooks accounting software.
QuickBooks has been a leader in the accounting software industry for decades. Small business owners and accountants love its ability to maintain easy record keeping, generate reports, and generate and send invoices. It's no surprise that we chose it as one of the best invoicing platforms in our QuickBooks review — it's the accounting software of choice for the vast majority of small business owners.
We'll share some of the reasons why you might want to export invoices from QuickBooks and how to export invoices to Microsoft Excel from both QuickBooks Online and QuickBooks Desktop. Whether you have a personal or business version of Microsoft 365, exporting invoices from QuickBooks to Excel should be seamless.
Reasons to Invoice in QuickBooks
QuickBooks Invoices are useful for small business owners for the following reasons:
- Invoicing is easy to track. Since QuickBooks automatically generates invoices and integrates them into your recordkeeping, you'll be able to keep track of outstanding invoices and record your up-to-date accounts receivable balances. QuickBooks will not delete your invoices unless you prompt it to do so.
- It is efficient. With instant payment options via email delivery and integrated credit card and debit card functionality, you're likely to receive payment faster if you mail an invoice.
- Online invoicing is less expensive. There is less paperwork, manual data entry, and room for error when you primarily complete invoicing and payments online.
did you know? About 75% of small business owners choose QuickBooks as the best accounting software. If you're trying to choose the accounting software that works for you, read our guide.
Storing Your Invoices in QuickBooks
An invoice is not only used to collect payment from a customer or customer, it is also a sales receipt that shows the date of purchase, the payer and recipient, product ID, the total amount of products or services, and proof about the due date. provides. , As a business owner, you must store both the invoices you generate and receive. This ensures best recordkeeping, especially since receipts must be stored for at least three years for tax purposes.
Keeping your accounts receivable up-to-date requires storing the invoices you send to customers and clients. Accounts receivable is what customers owe you; It is created when you send an invoice to a client or clients. Managing cash flows, especially cash inflows collected from accounts receivable, helps you track and forecast your cash surpluses and losses throughout the accounting period. [Read related article: What Is Accounting?]
Archiving invoices allows you to record outstanding invoices that are current (usually within a 30-day payment window), and outstanding invoices that are outstanding (typically 30 to 90 days before due), and here Even on outstanding invoices which are likely to not be collected (usually 90 days before due).
Exporting Invoices from QuickBooks
Although you can store all of your created invoices in QuickBooks, sometimes exporting invoices to a program like Microsoft Excel is better for sorting and sharing your invoices. Spreadsheet applications such as Microsoft Excel allow many features that are not currently embedded or accessible in QuickBooks.
Business owners and accountants export invoices from QuickBooks to other programs such as Microsoft Excel for the following reasons:
- Invoices can be reformatted and redesigned to display specific company information.
- Multiple users need access to the invoice, and they don't have access to the QuickBooks system.
- These invoices can be easily saved, printed or emailed to customers and clients.
- Sorting and organizing tasks in Excel helps manage bookkeeping records, and recording outstanding invoices keeps accounts receivable data up to date.
- Advanced Excel features like PivotTables and VLOOKUP allow you to organize data for access and purposeful analysis.
How to Export Invoices from QuickBooks Online
Exporting invoices from QuickBooks Online to Excel doesn't have to be a lengthy process. You may want to export the invoice to Excel to sort the information based on the customer, product ID, transaction amount, or other information reported on the invoice. If your business generates a lot of invoices every month, quarter, or year, learning to use PivotTables and VLookups in Excel will keep your data efficient.
The information below outlines the steps for exporting an invoice from QuickBooks Online to Microsoft Excel. Invoices and the data contained in the invoice will remain stored in QuickBooks Online after you export them.
1. Under the list of tasks, click Reports.
2. In the text box, start keying in “Invoice List” and press Enter.
As shown below, QuickBooks Online will automatically populate “Invoice List” as you type.
Here, you will see a list of all your invoices reported through specific dates.
3. If you want to change the report, such as a range of dates, or filter the reporting, press Customize.
Tip: Filter your dates by your accounting period to stay consistent with your reports.
4. Once you have customized the report, hit the Export Function dropdown and click on Export to Excel.
You will now be able to access your invoices and data in Excel.
How to Export Invoices from QuickBooks Pro
Exporting invoices from QuickBooks Pro is as simple as in QuickBooks Online. Follow these steps to export archived invoices to Microsoft Excel:
- In QuickBooks Desktop, click Reports.
- Key in the “Invoice List” text box and press Enter.
- Under “Report Duration,” filter by date, then select Run Report.
- Select the Export button and click Export to Excel.
FYI: You can follow the same steps above and export to CSV file or PDF.
After these four steps, you will be able to view your invoices in Excel. From there, some of the initial tasks Excel allows include sorting invoices by quantity, vendor, product ID, and date. Advanced Excel features include PivotTables and VLOOKUP functions.