The basic steps to export your chart of accounts

To export your chart of accounts from QuickBooks, go to the Lists menu, select Chart of Accounts, then right-click anywhere in the account list and choose Export. QuickBooks will save the file as a comma-separated values (CSV) file — a plain-text format that almost any other financial software can read. The whole process takes about two minutes.

The CSV file contains every account you have set up: its name, number, type (like asset or expense), and description. When you import this into another program, that program reads these details and recreates your account structure on its side. This is why exporting is the fastest way to move your accounts to a new system without typing them in by hand.

The file lands in your Downloads folder by default, though you can choose a different location when the export dialog opens. Before you send it anywhere or import it into another program, open it in a spreadsheet process like Excel or Google Sheets to make sure all your accounts came through correctly.

Key Takeaways

  • Your chart of accounts exports as a CSV file from the Lists menu, which you can then import into most accounting software or spreadsheet programs.
  • The exported file includes account names, numbers, types, and descriptions — everything another program needs to rebuild your account structure.
  • You should open the exported CSV file in a spreadsheet to verify all accounts exported before sending it to a third-party app.
  • Different versions of QuickBooks (Desktop, Online, Plus) have slightly different menu paths, so check your version if the Lists menu does not appear where expected.

Where to find the export option in different QuickBooks versions

QuickBooks Desktop users find the export option in the Lists menu at the top of the window. Click Lists, then Chart of Accounts, then right-click in the account list itself and select Export. A dialog box opens asking where you want to save the file.

QuickBooks Online does not have a built-in export button in the same way. Instead, go to Settings (the gear icon in the top right), then Tools, then Export Data. From there you can export your chart of accounts along with other data. The file downloads automatically to your computer.

QuickBooks Plus (the newer cloud version) uses a similar path to Online: Settings, then Export Data. Both cloud versions export to CSV format, so the file works the same way once it lands on your computer.

What information the CSV file contains and how to read it

When you open the exported CSV file in Excel, Google Sheets, or any spreadsheet program, you will see columns for account name, account number, account type, description, and sometimes a balance or status field. Each row is one account. The order of columns may vary slightly depending on your QuickBooks version, but the data is always the same.

The account type column is especially important when you move to another program. Types like Asset, Liability, Equity, Income, and Expense tell the new software how to treat each account in financial reports. If a type is missing or wrong in the export, the new program may not calculate your reports correctly, so scan this column before importing.

If you see blank cells or accounts you do not recognize, that is the time to clean them up. You can edit the CSV file directly in your spreadsheet program — delete rows you do not need, fix typos in names, or add missing descriptions. Save the file and then import it into your new software.

Preparing the file before you send it to another program

Before you import the CSV into a third-party app, check that the file format matches what that program expects. Most accounting software accepts standard CSV files, but some have specific column requirements or naming conventions. Check the import instructions for the program you are moving to — they usually tell you exactly what columns they need and in what order.

If the columns do not match, you can rearrange them in your spreadsheet. Delete any columns the new program does not need, and make sure the columns it does need are in the right order. Save the file as CSV (not as an Excel file) so the new program can read it.

You may also want to remove test accounts or inactive accounts before importing, especially if you are moving to a smaller or simpler system. Fewer accounts mean fewer lines to manage in the new software and a cleaner starting point.

Common reasons the export might not work

If the export option does not appear when you right-click, you may not have the right user permissions in QuickBooks. Only admin users can export data. If you are not an admin, ask the account owner or primary user to run the export for you.

If the file exports but appears empty or corrupted when you open it, try exporting again and saving it to a different location. Sometimes a file gets interrupted mid-read. If it still does not work, restart QuickBooks and try once more.

In QuickBooks Online, if the Export Data option does not appear in Settings, you may be on a version that does not support it, or your subscription level may not include data export. Contact QuickBooks support to confirm what your account can do, or ask your accountant whether they can export the data on your behalf.

What happens after you import into the new software

Once the CSV file is in the new program, that program reads the account names, numbers, and types and creates matching accounts in its own system. You will not see the old balances or transaction history — the CSV only carries the account structure, not the transactions themselves. That is why moving to a new system usually means starting fresh with a zero balance on each account as of your move date.

Some programs let you set opening balances during import, which is useful if you want the new system to show where you stood on the day you switched. Check the import dialog in your new software to see if that option is available.

After import, log into the new software and verify that all your accounts are there and named correctly. If any accounts are missing or misspelled, you can edit them directly in the new program or re-import the CSV file if the software allows it.

Frequently Asked Questions

Can I export just a few accounts instead of the whole chart?

QuickBooks does not have a built-in filter for partial exports. You export the entire chart of accounts at once. If you only need certain accounts in the new software, you can delete the unwanted rows from the CSV file after export, before you import it.

Will the export include account balances?

The CSV export includes account names, numbers, and types, but not balances or transaction history. If you need to carry over balances to the new system, you will have to set them manually or use an opening balance feature in the new software.

What if the new software does not accept CSV files?

Most accounting programs accept CSV, but some use proprietary formats. Check the import instructions for the software you are moving to. If it does not accept CSV, contact that software's support team — they may have a conversion tool or a different export format QuickBooks can use.

Can I edit the CSV file after export?

Yes. Open it in any spreadsheet program, make your changes, and save it as CSV before importing into the new software. Common edits include removing test accounts, fixing typos, or reordering columns to match the new program's requirements.

Do I need to close QuickBooks before exporting?

No. You can export while QuickBooks is open. However, if multiple people use the same QuickBooks file, make sure no one is actively editing accounts while you export, as this can occasionally cause the file to be incomplete.