How to Export Vendors from QuickBooks Desktop

This guide shows you how to export a complete list of vendors from QuickBooks Desktop. You might need this when migrating to a new system, creating backups, or analyzing vendor data in Excel.

Prerequisites

• QuickBooks Desktop (Pro, Premier, or Enterprise)
• Administrator or appropriate user permissions to access vendor data

Steps

1. Open the Vendor Center

Navigate to Vendors > Vendor Center from the top menu bar.

2. Access the Export Function

In the Vendor Center window:

1. Click the Excel dropdown button at the top of the window
2. Select Export Vendor List

If you don’t see the Excel button, go to File > Utilities > Export > Lists to IIF Files as an alternative method.

3. Configure Export Settings

In the export dialog:

1. Choose which fields to include (Company Name, Contact, Phone, Email, Address, etc.)
2. Select your preferred format:
   • Excel (.xlsx) - Best for analysis and filtering
   • CSV (.csv) - Best for importing into other systems

4. Save the Export File

1. Choose a destination folder
2. Name your file (e.g., vendors-export-2024.xlsx)
3. Click Export

Alternative Method: Using Reports

If you need more control over the exported data:

1. Go to Reports > Vendors & Payables > Vendor Contact List
2. Customize the report columns as needed via Customize Report
3. Click Excel > Create New Worksheet
4. Save the resulting Excel file

Expected Export Columns

Your export will include columns similar to:

Column	Description
Vendor	Vendor name
Company	Company name (if different from vendor name)
Mr./Ms.	Contact salutation
First Name	Contact first name
Last Name	Contact last name
Contact	Primary contact name
Phone	Main phone number
Fax	Fax number
Alt. Phone	Alternate phone
Email	Email address
Address	Street address
City	City
State	State/province
Zip	Postal/ZIP code
Account No.	Your account number with this vendor
Terms	Payment terms
Tax ID	Vendor tax ID (1099)

If you need specific columns, use the Reports method and customize via Customize Report > Display tab.

Verification

After exporting, confirm:

• All expected vendors appear in the list
• Contact information and addresses are complete
• No data appears truncated or corrupted
• 1099 settings are included (if needed)

Troubleshooting

Export button is grayed out

Ensure you have the proper user permissions. Contact your QuickBooks administrator to grant export privileges.

Missing vendor data in export

Some fields may not export by default. Use the Reports method to select specific columns, or check the field selection in the export dialog.

Excel not installed

Choose the CSV format instead, which can be opened by any spreadsheet application or text editor.

IIF export instead of Excel

If only IIF export is available, you’re likely using an older QuickBooks version. IIF files can be converted to CSV using a text editor or import tool.

Related

• QuickBooks Desktop documentation for managing vendors