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Downloading GL & TB from QuickBooks Online

Introduction

This guide explains how to extract the Trial Balance and Detailed General Ledger reports from QuickBooks Online in a Validis-compatible format for the Upload & Share journey. The exported files can then be uploaded directly into the Validis platform.

  • This guide will help you download the General Ledger (GL) and Trial Balance (TB) reports from QuickBooks Online, ensuring the data meets Validis' upload requirements.
  • Reports should be exported in (.CSV), (.XLSX), or (.XLS) file format.
  • File size must not exceed 100 MB.
  • Reports must already contain the required fields without manual manipulation.

How to Extract a General Ledger Report

Step 1: Locate the General Ledger Report

  • In QuickBooks Online, click Reports.
  • Search for General Ledger.
  • Select the standard General Ledger report.

Step 2: Set Report Parameters

  • Set the date range to Last Financial Year, or the full period requested.
  • Select the correct accounting method (Accrual or Cash).
  • Ensure the report is in a detailed format (default view).
  • Do not apply account filters unless specifically requested.

Step 3: Configure Columns

  • Click Customise on the right-hand side of the page. 
  • Open the Columns section. Click the dropdown arrow if it's collapsed. 
  • Untick Amount and Balance to remove them from the report. 
  • Under Select columns to add to the report, tick Credit and Debit to add them to the report. 
  • Click Save As to save the customised report.

 Please ensure the report contains the following columns before exporting:

  • Account Name
  • Account Code
  • Transaction Date
  • Transaction Number/Reference
  • Credit
  • Debit
  • Transaction Description (Optional but recommended)

Step 4: Export the Report

  • In the top-right corner, click the export icon. 
  • Select Export to Excel or Export as CSV.

How to Extract a Trial Balance Report

Step 1: Locate the Trial Balance Report

  • Log in to QuickBooks Online.
  • From the left-hand navigation menu, click Reports.
  • In the search bar, type Trial Balance and select the report.

Step 2: Configure Report Parameters

  • Set the Report period to the required end date (or date range requested).
  • Select the Accounting method (Accrual or Cash), if applicable.
  • Ensure all accounts are included (zero-balance accounts are included by default).
  • Verify the report contains these fields:
    • Account Name
    • Account Code
    • Credit
    • Debit

Step 3: Export the Report

  • In the top-right corner, click the export icon. 
  • Select Export to Excel or Export as CSV.

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