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Telegraph Lab

Accounting and ERP

Find and export
your QuickBooks data.

QuickBooks Online reports can quantify financial records without a storage meter. QuickBooks Desktop has a different collection route through its company file and backups.

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Accounting and ERP
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Find your QuickBooks data size

  1. In QuickBooks Online, use an admin or a role with the necessary report access.
  2. Open Reports → Standard reports and find Transaction List by Date or another appropriate detail report.
  3. Set dates from the first retained transaction through the required end date and export to Excel.
  4. Count transaction identifiers or detail rows, stating which you used and excluding headers and totals.
A transaction can produce several ledger or line-item rows. Name the record type behind the figure rather than treating every report row as a unique transaction.

What to include in your data inventory

Report in records, identifying transactions, invoices, bills and list records counted. Describe receipt and document attachments separately.

Specify Online or Desktop, the oldest retained financial year and the users represented.

Add the dates covered and the people who use this software. Label estimates and describe how you calculated them.

Export your QuickBooks history

  1. In Online, open Settings → Tools → Export data.
  2. Select the required report and list items with the widest relevant date range, then Export to Excel.
  3. Collect non-posting records such as estimates through their own report or list routes.
  4. For attachments, open Settings → Lists → Attachments and use the available Batch actions → Export.
  5. For Desktop, ask the administrator for a current, verified company-file backup and associated files.

The Online export tool collects selected reports and lists into a ZIP. Its contents are narrower than a complete database copy.

Keep attachments and their transaction relationships together. Online and Desktop require separate scope checks.

Why QuickBooks data has value for AI training

Accounting records can connect invoices, receipts and payments with the work of reconciling a business's accounts.

Attached documents can provide context for how entries are classified and checked.

What stays private

Select the financial periods and record types in scope, reviewing bank, payroll and customer identifiers separately.

Telegraph Lab reviews the proposed material with you and agrees how sensitive information will be handled. Preparation can include excluding material, redacting details and replacing personal identifiers. Your company keeps ownership; the licensing agreement defines the material, permitted uses and authorized recipients.

Common questions about QuickBooks data

Can we report counts instead of GB?

Report the quantities and record definitions available from the reports.

Does every Excel row equal one transaction?

Check for split lines and repeated transaction identifiers, and describe the counting method.

Are attachments in the standard export ZIP?

Collect them through the Attachments export route separately.

Are Desktop and Online exports the same?

Online uses reports and lists; Desktop can provide a company-file backup with a different scope.

Your data inventory

Add your numbers to the picture.

Enter the quantities and years covered in your data inventory, then share it with your Telegraph Lab contact. We’ll review the material and discuss the next step with you.

Discuss your data