QuickBooks Desktop 2020 Data Export and ODBC Access After Sunset

Keep QuickBooks Desktop 2020 data readable long-term. Learn how to export reports to CSV and PDF, use IIF exports, and maintain ODBC access without Intuit

As of May 31, 2023, QuickBooks Desktop 2020 officially reached the end of Intuit's supported lifecycle. While the software will continue to run indefinitely on your local machine, the sunset status means no more security patches, no live support, and no connected services. A critical part of running a discontinued version is ensuring your historical accounting data remains accessible and readable for the long haul. Here is how to get your data out of QuickBooks Desktop 2020 safely.

Exporting Reports to PDF and CSV

The most reliable way to preserve your 2020 data is through standard report exports. Because QuickBooks Desktop relies on its own internal database structure, exporting to flat files like CSV or PDF ensures you can read the information decades from now, even if operating systems change drastically.

The export process in the 2020 version is identical to other desktop releases. To export a report:

1. Open the desired report and set your date range and filters.
2. Click the Export icon at the top of the report window (it looks like a sheet of paper with a green arrow).
3. Choose Export to Excel to open the report directly in a spreadsheet program, or Export to CSV to save a raw comma-separated values file.
4. To create a static, uneditable record, select Print from the top menu, and choose a PDF printer as your destination device.

For long-term archiving, we recommend exporting critical reports—such as the Trial Balance, Profit & Loss, Balance Sheet, and General Ledger—to CSV. CSV files strip away proprietary formatting, leaving just the raw numbers and text, which makes them the most future-proof option for plain data.

Using IIF Exports for Raw Data

Intuit Interchange Format (IIF) is a proprietary text-based file format used to move data in and out of QuickBooks. While it is largely associated with importing transactions, you can also use it to export lists and certain transactions.

IIF exports are highly useful if you need to move your chart of accounts, customer lists, vendor lists, or item lists into another system entirely. To export an IIF file:

1. Go to File > Utilities > Export > Export IIF Files.
2. Select the specific lists you want to include.
3. Choose a location on your local drive and save the file.

Because IIF is essentially a tab-delimited text file, you can open it in any basic text editor or spreadsheet program. This makes it an excellent format for long-term data preservation. The mechanics of IIF export have not changed in many years, so the steps in QuickBooks 2020 are exactly what you would find in earlier or later desktop editions.

Maintaining ODBC Access

For advanced users, Open Database Connectivity (ODBC) provides a powerful way to query QuickBooks data directly using third-party tools, database managers, or custom scripts. QuickBooks Desktop uses the QODBC driver to translate standard SQL queries into QuickBooks API calls.

In QuickBooks Desktop 2020, the QODBC driver is included, but it operates in a read-only "remote" mode by default unless you have a specific license for a full driver. To use ODBC, QuickBooks must be running in the background with the company file open.

To configure ODBC access:

1. Ensure QuickBooks 2020 is open and logged in as an Admin.
2. Open your ODBC Data Source Administrator (found in Windows Administrative Tools).
3. Create a new System DSN using the QuickBooks Data driver (often named QuickBooks Data or FLEXQUERYSYSTEM).
4. When you test the connection, QuickBooks will prompt you to grant access to the application making the request. You must select Yes, always allow access even if QuickBooks is not running (though for a sunsetted version, keeping QuickBooks open during queries is the safest bet).

Once connected, you can pull raw tables directly into external databases. This is a highly effective strategy for creating a permanent, external mirror of your 2020 financial data.

A Note on Version-Specific Stability

Because QuickBooks 2020 no longer receives updates, you may occasionally encounter database errors when pushing large ODBC queries or exporting massive reports. If the company file itself begins to show signs of wear—such as crashing during an export or failing to generate a PDF—run the standard Verify and Rebuild Data utilities directly within the 2020 software. Keeping the company file healthy is the best way to ensure your data extraction methods continue to function smoothly.