Export from QuickBooks Online or Xero step by step
Which lists and reports to export from QuickBooks Online or Xero for your switch date, and how to ready each file for QixCount.
- Who can do this
- Anyone who can run reports in the old books; importing needs the permissions in each import guide
- You'll need
- A switch date, and access to your QuickBooks Online company or Xero organization
On this page
Export every list for the same switch date, usually the last day of a month. QixCount reads CSV files and Excel workbooks, so most exports upload as they are once the columns hold what QixCount expects.
WarningA trial balance for a switch date during the year already includes this year's income and expenses. If you import it as opening balances and also import this year's monthly totals as journals, those amounts count twice. Agree the approach with the person responsible for your books before you import either file.
Export from QuickBooks Online
- Sign in to QuickBooks Online as a user who can run reports.
- Run the Account List report and export it to Excel.
- Run the Customer Contact List and Vendor Contact List reports, and export each one.
- If you keep items, run the Product/Service List report and export it.
- Run the Trial Balance report for your switch date and export it.
- Run the Open Invoices and Unpaid Bills reports as of your switch date, and export each one.
- If you want this year's months in QixCount, export each month's totals from your reports.
Report names and export controls can change. Intuit's export help describes the current ones.
Export from Xero
- Sign in to Xero as a user who can see the chart of accounts, contacts and reports.
- Export your chart of accounts.
- Export your contacts. Customers and suppliers come out together, so split them into two files.
- If you keep items, export your products and services list.
- Run the Trial Balance report for your switch date and export it.
- Run the aged receivables and aged payables detail reports as of your switch date, and export each one.
- If you want this year's months in QixCount, export each month's totals from your reports.
Xero's export help describes the current controls for your organization.
Ready each file for QixCount
| Export | Import it as | What to check |
|---|---|---|
| Account list or chart of accounts | Accounts | Every account needs a code. Change account types to asset, liability, equity, revenue or expense. |
| Customer and vendor lists | Customers and Vendors | One file for each. Opening balance columns are not used. |
| Product and service list or items | Products and services | Income and expense accounts can be codes or exact account names. |
| Trial balance | Opening balances | Use account codes and separate debit and credit columns. Leave out receivables, payables and Opening Balance Equity. |
| Open invoices and unpaid bills, or aged detail reports | Open invoices and Open bills | One row per document with its number, contact, dates and unpaid amount. |
| Monthly totals | Journals | One journal number per month, balanced, on one date. Leave out any month your opening balances already include. |
If a report puts each customer or vendor name in a heading above its rows, copy the name into a Customer or Vendor column on every row. Delete report titles, blank rows, subtotals and totals that sit among the records. Single-cell title rows above the column headers in an Excel workbook are skipped for you.
QixCount reads slash dates as month/day/year. Check the dates if your old books use day/month/year.
Most QuickBooks and Xero column names match automatically. Check every match under Column matches on the import page before you add the file.
What happens next
Open Books, then Import data. Your move, in order shows the order and where each step stands. Start with your chart of accounts, and finish by checking your opening numbers.