How to Export General Ledger from QuickBooks Desktop
This guide shows you how to export general ledger data from QuickBooks Desktop. You might need this for audit preparation, financial analysis, migration to another system, or sharing data with your accountant.
Prerequisites
Section titled “Prerequisites”- QuickBooks Desktop (Pro, Premier, or Enterprise)
- Permission to export reports to Excel/CSV (check Company > Users for your user permissions)
- Microsoft Excel or a spreadsheet application for viewing exports
Method 1: Export via Journal Report (Recommended)
Section titled “Method 1: Export via Journal Report (Recommended)”The Journal report provides the most comprehensive general ledger transaction data.
1. Open the Journal Report
Section titled “1. Open the Journal Report”Navigate to Reports > Accountant & Taxes > Journal.
2. Customize the Report
Section titled “2. Customize the Report”- Click Customize Report in the top left
- In the Display tab, set your desired date range
- Select the columns you need (Date, Entry No., Trans #, Type, Name, Memo, Account, Debit, Credit)
- Click OK to generate the report
3. Export to Excel
Section titled “3. Export to Excel”- Click the Excel dropdown at the top of the report
- Select Create New Worksheet
- Choose Create a comma separated values (.csv) file if you need CSV format
- Click Export
- Save the file to your desired location
Method 2: Export General Ledger Report
Section titled “Method 2: Export General Ledger Report”1. Open the General Ledger Report
Section titled “1. Open the General Ledger Report”Navigate to Reports > Accountant & Taxes > General Ledger.
2. Set Parameters
Section titled “2. Set Parameters”- Click Customize Report
- Select your date range
- Choose accounts to include (or leave as All)
- Click OK
3. Export
Section titled “3. Export”- Click Excel > Create New Worksheet
- Save the exported file
Method 3: Export Trial Balance
Section titled “Method 3: Export Trial Balance”For a summary view by account:
- Go to Reports > Accountant & Taxes > Trial Balance
- Set the date range
- Click Excel > Create New Worksheet
- Save the file
Export Format Options
Section titled “Export Format Options”| Format | Best For | Limitation |
|---|---|---|
| Excel (.xlsx) | Analysis, filtering, formatting | Max 1,048,576 rows |
| CSV (.csv) | Import to other systems, large datasets | No formatting preserved |
If your report exceeds Excel’s row limit, select the CSV option.
Verification
Section titled “Verification”After exporting, confirm:
- Date range matches your requirements
- Debits and credits balance (total debits = total credits)
- All expected accounts appear in the export
- Transaction details are complete
Troubleshooting
Section titled “Troubleshooting”Export option is grayed out or missing
Section titled “Export option is grayed out or missing”Check your user permissions: Company > Users > Set Up Users and Roles. Ensure the “Can export reports to Excel/CSV” permission is enabled.
Report is too large for Excel
Section titled “Report is too large for Excel”Use CSV format instead. If needed, break the export into smaller date ranges.
Missing transactions in export
Section titled “Missing transactions in export”Verify your date range includes all expected periods. Check that no account filters are excluding data.
Excel not opening the file
Section titled “Excel not opening the file”Ensure Microsoft Excel is installed, or use an alternative like Google Sheets or LibreOffice Calc to open the file.
Data appears truncated
Section titled “Data appears truncated”Some fields (like Memo) may be cut off in the display. Export to CSV to get complete field data, then import into Excel.