Data guides
QuickBooks Online: see how much data you have, then export it.
Pick a system to see two things: how to check how much data is in it, and how to export a copy. No form, no sign-in.
QuickBooks Online
Finance & ERP
How to see how much data is in QuickBooks Online
- Go to Settings ⚙ and in the TOOLS column, select Export data
- Select the reason for exporting, then select Continue
- On the Reports tab, set the date from Pre-selected date ranges, and turn on the items you need on the Reports and Lists tabs
- Select Export to Excel, then note the size of the downloaded .zip file
Record the .zip size; non-posting transactions such as estimates, purchase orders and attachments are not included and must be exported separately.
QuickBooks Online’s official instructions
How to get a copy of your QuickBooks Online data
- Open Settings (gear icon) and, in the TOOLS column, click Export data
- Choose your reason for exporting and click Continue
- On the Reports tab, pick a range from Pre-selected date ranges
- Turn on the reports and lists you want on the Reports and Lists tabs
- Click Export to Excel and save the .zip file
Export reports, lists, and transactions from Reports or Settings → Export data; accountants can copy the company file.
Attachments to transactions are downloaded separately.
These instructions are written by DataFrenzy from each vendor’s public help pages. Menu names can vary by plan and change over time; the official link on each guide is the final word. Screenshots come from each vendor’s own help pages and videos or, where noted, from third-party tutorials credited under the image; dashed outlines are illustrations, not screenshots. Looking up a size or preparing an export never sends anything to DataFrenzy.