This article will provide an in-depth process to export lists from old company into a new data file. It can be a bit complex process for you if you are not using QuickBooks from a long period of time. However, to export the steps to export lists to a new data file will only work if you’ve already created a new company file otherwise you will have to create a new company file first.

You can visit: how to create QuickBooks Desktop company file to know the process to create a new QuickBooks company file.

Export Lists From Old Company File Into A New Data File



  • If you are Direct Deposit or Assisted Payroll user then firstly, you need to contact the QuickBooks Payroll Tech Support Number +1800-567-0425 toll-free. (applies to US only).
  • If you import damaged list then it may damage your new QuickBooks company file as well.
  • You must create a backup of your QuickBooks company file if you are exporting the list to an existing company file or if you’ve already added details into your new QuickBooks company file.
  • The mentioned steps in the article are only to import lists. If you want to move transactions as well then you need to add transactions by batch or by a third party application.

How To Export Lists From Old Company File To New?

Steps to export the lists from old company data file to new are as given below:

Step 1: Export List

Quick tip:

  • When you export list from QuickBooks, it will be saved with .IIF extension that can be opened in Notepad or Excel.
  • You are recommended to export the major list such as Item, Customers, Vendors, separately to to make sure you don’t get into issues that can be caused by exporting long lists.
  • Open QuickBooks and from the main menu, go to File > Utilities > Export > Lists to IIF Files.
  • Choose the list you’ll be exporting
  • Click on OK.
  • Select a folder location where you want to save your file and select Save.

Step 2: (Optional) Clean Up Your Lists

What do I remove from my lists?

  • Customers to whom you no longer sell.
  • Vendors from whom you no longer purchase.
  • Employees who are not in your company anymore.
  • Items that you don’t sell anymore.
  • Any other irrelevant entry which is not required in the new company file.
  • Run the IIF file which was exported from the old company file into Excel
    • Open Microsoft Excel in your system.
    • Click on the File menu and select Open from the drop-down list (For Excel 2007 users, you need click on the Office Button Open).
    • Browse to the folder location where the .IIF file is saved.
    • Select All Files in the file type section.
    • Highlight your IIF file and then click on Open.
    • Keep on clicking Next until you get the Finish Select the Finish option from the Text Import Wizard. The IIF file should get opened in MS Excel.
  • Make the required changes in the list using MS Excel.
  • Save the changes
    • Click on the File menu and select Open from the drop-down list (For Excel 2007 users, you need click on the Office Button Open).
    • Select Yes on the dialogue box.
    • Close the Excel.
    • You will be asked to save the IIF file again by the Excel. You need to click on Don’t Save.

Step 3: Import The List


  • You should import the list by following to order listed in this section in order to import the list smoothly.
  • It is highly recommended to back up your company file before importing any list and every after successfully importing one or two major lists.
  • Open the new company file via QuickBooks and ensure that you are logged in to windows with Administrator

Note: You must be using QuickBooks in single user mode.

  • Go to File > Utilities > Import > IIF Files
  • Import the Chart of Accounts.
  • Once you import the Chart of Accounts successfully, you need to import the other list by following the below-mentioned order:
    • Import only those lists in which the information from other lists are not included:
      • Customer Type List
      • Vendor Type List
      • Class List
      • Job Type List
      • Payment Terms List
      • Payment Methods List
      • Shipping Methods List
      • Customer Message List
      • To Do Notes
    • Import the below-mentioned lists one by one in the following order:
      • Vendor
      • Employee
      • Other Names
      • Sales Rep
      • Item
      • Price Level
      • Customer
      • Budgets

Step 4: Set Up The Opening Balance

You can visit the Record opening balance in QuickBooks to get additional information about it.

Follow The Steps Carefully or Contact Our ProAdvisors

Technical Support For QuickBooks Desktop

The provided solutions should allow you to export lists from an old company file into a new one. However, sometimes you may face some errors or issues if you try to export or import a long list at a time. In such situations, you may face some issues like QuickBooks keeps freezing, QuickBooks not responding, unrecoverable error, QuickBooks gets crashed etc. You can also face some specific errors related to exporting the lists. In such cases, you can get in touch with us at our toll-free QuickBooks Tech Support Number +1800-567-0425 to get your issues resolved in no time.

Export Lists From Old Company File Into A New Data File: [Complete Guide]

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