Exporting QuickBooks Desktop 2018 Data: PDF, CSV, IIF, and ODBC
Keep QuickBooks Desktop 2018 data readable long-term. Learn how to export reports to PDF/CSV, extract lists via IIF, and use ODBC after the May 2021 sunset
QuickBooks Desktop 2018 officially reached the end of Intuit's supported lifecycle on May 31, 2021. While the application will continue to run offline indefinitely, the sunset status makes data portability a top priority. By extracting your financial records into universal formats, you ensure that your accounting history remains readable and auditable for decades without relying on Intuit's servers or a forced upgrade.
Exporting Reports to PDF and CSV
Getting your historical reports out of QuickBooks 2018 and into static, universally readable formats is the most reliable way to archive your data. This process is identical across all recent Desktop versions and relies entirely on your local computer.
To export a report, open it in QuickBooks and click the Print or Email icon at the top of the report window. From the printer dropdown menu, select a PDF printer (such as Microsoft Print to PDF or QuickBooks PDF Converter) to save a static copy of the report.
For data analysis and long-term spreadsheet access, click the Export icon (a small arrow pointing out of a box) at the top of the report. Choose Export to Excel Worksheet or Export to Comma Separated Values (.CSV). CSV is highly recommended for long-term archiving because it opens in almost any spreadsheet program, whereas Excel formatting can occasionally shift between application versions over the years.
Extracting Lists and Transactions via IIF
Intuit Interchange Format (IIF) is a proprietary text-based format used to import and export lists and transactions. While it is largely superseded by newer import tools in current versions, QuickBooks Desktop 2018 fully supports IIF exports.
To export your lists (such as Chart of Accounts, Customer lists, or Vendor lists), go to File > Utilities > Export > Export IIF Files. Select the specific lists you want to archive and save the file to your local drive.
Because IIF files are essentially tab-separated text files, they are highly durable. You can open them in a basic text editor or spreadsheet program to view your raw data structure years down the road. However, IIF exports are best used for list data; exporting massive amounts of historical transactions via IIF can be complex and prone to formatting errors. For comprehensive transaction archives, rely on CSV report exports.
Using the QuickBooks ODBC Driver
For advanced users needing direct database access to their company file, QuickBooks Desktop 2018 includes the QODBC driver. This allows external applications (like Microsoft Access, Excel, or custom database scripts) to read live QuickBooks data using SQL queries.
Because QuickBooks Desktop 2018 is running offline without forced updates, the included QODBC driver will continue to function predictably. To access it, you must have QuickBooks open in single-user mode, or grant external application permissions in multi-user mode. You configure the connection through the Windows ODBC Data Source Administrator, pointing it to your active company file.
A major advantage of using ODBC for a discontinued version is automation. You can write scripts to routinely pull specific financial data into external databases, effectively creating a permanent, searchable archive outside of the QuickBooks ecosystem.
Long-Term Data Readability
Extracting data from a sunset version like 2018 is a proactive measure. If your company file ever suffers data corruption over years of offline storage, having your critical financials already exported to CSV and PDF ensures you never lose access to your history.
If you are migrating data between legacy systems or need to extract historical transactions from an aging 2018 company file into a readable format, our downgrade and conversion specialists can help translate that data safely without forcing you to upgrade your current setup.