How to open QuickBooks file in Excel: Top 3 methods

QuickBooks stores your financial data in its own format. You can’t just double-click and open it in Excel. The file types (.QBW for Desktop, cloud storage for Online) aren’t compatible with spreadsheet programs. Most business owners need their QuickBooks data in Excel for custom reports, analysis, or sharing with team members who don’t have QuickBooks access.

This guide walks you through three proven methods—from fully automated live connections to one-time manual exports.

Top 3 methods to open QuickBooks file in Excel

Choose the method that fits your workflow. Here’s what each one does:

Method	Best For	What It Does
Coefficient	Live data connection	Automatically syncs QuickBooks data to Excel with scheduled refreshes—no manual exports needed.
QuickBooks native export	Manual exports	Built-in export feature that creates static Excel files of your reports and lists.
ODBC driver	QuickBooks Desktop technical users	Technical connection method that requires database setup and works only with Desktop versions.

Method 1: Coefficient

This is the fastest path. Coefficient connects QuickBooks directly to Excel with a live link. Your data refreshes automatically on the schedule you choose—hourly, daily, or weekly. No more downloading files and copying data between programs.

Why Coefficient works best for QuickBooks data

• Live data sync keeps Excel updated without manual exports
• Automatic refresh on your schedule (even when Excel is closed)
• Works with both QuickBooks Online and Desktop
• Ready-made snapshots for common reports like P&L, Balance Sheet, and Customer Lists
• Direct queries let you pull specific data without running full reports

Here’s how to set it up:

Step 1: Install Coefficient

Open Excel. Navigate to the Insert tab and click “Get Add-ins.” Search for “Coefficient” and install the add-in.

Step 2: Launch Coefficient and connect QuickBooks

Click the Coefficient icon in your Excel ribbon. Select “New Import” then choose QuickBooks from the data source list.

Sign in to your QuickBooks account when prompted. Grant Coefficient permission to access your data.

Step 3: Choose how to import your data

Coefficient allows you to pull Reports, Objects & Fields and Custom Queries 

Step 4: Select your report or data

For a Report, for example, choose from the pre-built report list. For this example, select “Profit & Loss.”

Set your date range and filters. Choose your preferred basis (accrual or cash) and column configuration.

Step 5: Import to Excel

Click “Import.” Coefficient pulls your data into Excel in seconds. The formatting matches standard financial reports—organized, readable, and ready for analysis.

Step 6: Set up automatic refresh

Click the refresh settings icon next to your import. Choose your schedule: hourly, daily, weekly, or on-demand only.

Enable “Refresh even when workbook is closed” so your data updates without opening the file.

The time savings add up fast. Most finance teams spend 3-4 hours per week exporting QuickBooks data manually. Coefficient eliminates that work entirely. Your Excel files stay current automatically.

Video Walkthrough

Method 2: QuickBooks native export

QuickBooks includes built-in export tools. They work, but create static files—one-time snapshots that never update.

For QuickBooks Online:

Open the report you need. Click the gear icon and select “Export to Excel.” QuickBooks downloads an .xlsx file to your computer.

Open the downloaded file in Excel. The data appears with basic formatting but no connection to QuickBooks.

For QuickBooks Desktop:

Open your report. Go to File → Export → Excel. Choose “Create new worksheet” or “Update existing worksheet.”

QuickBooks Desktop offers slightly more control—you can map data to existing Excel formats.

When native export makes sense

• One-time data pulls for specific questions or requests
• Historical snapshots you want to preserve unchanged
• Sharing with external parties who need a static file, not live access
• Quick ad-hoc exports when you don’t need regular updates

The main limitation is manual work. Every time you need updated numbers, repeat the export process. For weekly or monthly reports, this becomes tedious. The QuickBooks export to Excel process works fine for occasional needs but doesn’t scale for regular reporting.

Method 3: ODBC driver

This method works only with QuickBooks Desktop. QuickBooks Online doesn’t support ODBC connections.

An ODBC driver creates a database connection between QuickBooks and Excel. It requires technical setup and ongoing maintenance.

Step 1: Install the ODBC driver

Download the QuickBooks ODBC driver from Intuit’s website. Run the installer and follow the setup wizard.

Step 2: Configure the data source

Open Windows ODBC Data Source Administrator. Add a new System DSN for QuickBooks.

Point the connection to your company file. Set up authentication credentials.

Step 3: Connect from Excel

In Excel, go to Data → Get Data → From Other Sources → From ODBC.

Select your QuickBooks DSN. Choose the tables you want to query.

Step 4: Build your query

Use Power Query to select specific fields and apply filters. Transform the data as needed.

Load the query results into your worksheet.

Why ODBC has limitations

• QuickBooks Desktop only—Online doesn’t support ODBC connections
• Technical expertise required for setup and troubleshooting
• Single-user mode often required during data access
• Maintenance burden when QuickBooks updates or files move
• Database knowledge helpful for complex queries

The ODBC approach makes sense for specific scenarios. If you’re already managing technical integrations, need very specific data extractions, or want to build custom queries beyond standard reports, it provides flexibility. Most users find it more complex than needed.

Stop wrestling with exports

Manual exports create busy work. Static files go stale. Technical solutions require expertise most teams don’t have.

Coefficient solves the core problem: keeping Excel and QuickBooks in sync without manual effort. Your reports stay current. Your team sees real-time numbers. You reclaim hours spent on repetitive exports.

The choice depends on your workflow. For occasional snapshots, native exports work fine. For regular reporting and analysis, automation saves significant time. Get started with Coefficient today to connect your QuickBooks data to Excel in minutes.