How to Download Chart of Accounts in QuickBooks Online

Keeping an accurate, offline copy of your Chart of Accounts is essential for backup purposes, data migration, custom reporting, and sharing with your advisors. While QuickBooks Online (QBO) provides a built-in export function, many users face limitations such as restricted export formats and formatting issues. 

In this guide, we’ll walk you through downloading your Chart of Accounts.

Understanding the Chart of Accounts

The Chart of Accounts (COA) is a list of all the accounts used in your general ledger. It includes asset, liability, equity, income, and expense accounts—each critical for tracking your business’s financial health.

Why Download Your COA?

• Backup & Data Security: Maintain an offline copy for disaster recovery.

• Data Migration: Easily transfer your financial structure when switching systems.

• Custom Reporting: Customize reports and integrate data with other platforms.

• Collaboration: Share your COA with your accountant or financial advisor.

However, many QBO users have noted that the native export process is limited in flexibility and customization (for example, only allowing exports to Excel or PDF), which can require additional manual cleanup.

Download Chart of Accounts from QuickBooks: Quick Instructions

1. Log in to QBO: Sign in to your QuickBooks Online account.

2. Install SaasAnt Transactions: Navigate to the Apps tab, search for SaasAnt Transactions, and install/connect the app.

3. Select Data Entity: Open SaasAnt Transactions and choose Chart of Accounts from the list of available entities.

4. Customize (Optional): Apply any filters or adjustments if needed (e.g., exclude inactive accounts).

5. Export: Click Search to load your data, then hit the Download button and choose your preferred format (Excel or CSV).

6. Review: Open the file to verify all account details have been correctly exported.

How to Download Chart of Accounts From QuickBooks Online: Step-by-Step Guide

SaasAnt Transactions offers a more flexible alternative to the native export process. It addresses many of the limitations by providing additional export formats and customization options.

• Flexible File Formats: Export directly to Excel or CSV, reducing the need for manual conversions.

• Customizable Data: Apply filters and rearrange columns so that all the essential details (like sub-account hierarchies and account numbers) are exported correctly.

• Automated Scheduling: Set up automatic exports to keep backups current without manual intervention.

• User-Friendly Interface: Streamline the entire process with an intuitive, guided workflow.

Step-by-Step Instructions:

1. Install and Connect:

   • In QBO, click on the Apps tab.

   • Search for and install SaasAnt Transactions.

   • Follow the prompts to connect the app to your QuickBooks Online account.

2. Select “Chart of Accounts”:

   

   • Once connected, open SaasAnt Transactions.

   • From the list of available data entities, select Chart of Accounts.

3. Customize Your Export (Optional):

   • Apply any filters you need (e.g., exclude inactive accounts) or rearrange columns if required.

   • This step ensures that your exported data is exactly how you need it.

4. Export and Download:

   

   • Click the Search button to load your data.

   • Click the Download button and choose your preferred format (Excel or CSV).

5. Verify the Data:

   • Open the downloaded file to confirm that all details (account names, numbers, account types, etc.) have been exported correctly.

SaasAnt Transactions’ enhanced export capabilities save time and reduce errors compared to the native QBO export method.

Native Export Limitations

• Limited Formats: Exports are restricted to Excel or PDF, which may require further conversion.

• Basic Customization: Minimal options to filter or rearrange data.

• Manual Cleanup: May result in formatting issues or missing account numbers if settings aren’t configured properly.

Advantages of Using SaasAnt Transactions

• Multiple Format Options: Easily export as CSV, in addition to Excel.

• Automation: Schedule regular exports without manual intervention.

• Data Transformation: Customize and clean up data during the export process.

• Enhanced Flexibility: Better handles complex account hierarchies and large data sets, saving time and reducing errors.

By following these simple steps, you can effortlessly download your Chart of Accounts in QuickBooks Online for secure, efficient financial management.

Recommended Reading:

How to Import Chart of Accounts in QuickBooks Online

How to Export Chart of Accounts in QuickBooks

How to Delete Chart of Accounts in QuickBooks Online

How to Create Chart of Accounts

How to Edit Chart of Accounts in QuickBooks Online

FAQs:

Can I download a Chart of Accounts in QuickBooks Online?

Yes, you can download a Chart of Accounts in QuickBooks Online. You can use the native export feature by running a report of your Chart of Accounts and then exporting it to Excel or PDF. Additionally, third-party tools like SaasAnt Transactions allow you to export your Chart of Accounts in more flexible formats (such as CSV) and offer advanced customization options.

How do I export my Chart of Accounts from QBO?

To export your Chart of Accounts from QuickBooks Online, follow these steps:

1. Log in to QBO and click the Accounting tab, then select Chart of Accounts.

2. Click the Run Report button to generate a report of your accounts.

3. Click the export icon (an arrow icon) at the top right and choose Export to Excel or PDF.

4. Save the file to your computer and verify the exported data.

How to print a list of Chart of Accounts in QuickBooks Online?

Printing your Chart of Accounts in QuickBooks Online is simple. Once you’ve accessed your Chart of Accounts under the Accounting tab:

1. Click the Run Report button to generate the report.

2. Click the printer icon to open the printable version of the report.

3. You can then print the report directly or save it as a PDF for your records.

How do I get to the Chart of Accounts in QuickBooks Online?

To get to the Chart of Accounts in QuickBooks Online, log in to your account and follow these steps:

1. Click on the Accounting tab in the left-hand menu.

2. Select Chart of Accounts to view all your financial accounts (assets, liabilities, equity, income, and expenses).

What if my exported file is missing account numbers?

Ensure that account numbers are enabled by navigating to Settings > Account and Settings > Advanced > Chart of Accounts and turning on Enable account numbers before exporting.

Can I export my COA to CSV directly from QBO?

The native export in QBO only supports Excel and PDF. However, using SaasAnt Transactions allows you to export in CSV format.

I’m having formatting issues with my exported file. What should I do?

You may need to adjust the export settings or use Excel’s formatting tools to clean up the data. SaasAnt’s customization features can help minimize these issues.

How do I automate regular exports of my Chart of Accounts?

SaasAnt Transactions offers scheduling features that let you set up automatic exports, ensuring your data is always current.

For further assistance or personalized help with QuickBooks data management, contact the SaasAnt team—your trusted partner in QuickBooks migration and data automation.