Common versions are 12.0, 18.0, and 19.0. Intuit ended sales of QuickBooks POS in May 2023 and ended payments support in October 2023, but the desktop software still runs offline. The export workflow described below works on all supported versions.
What Orchid Does With This File
Orchid imports your customer list into Orchid POS for loyalty, marketing, 4473 history linkage, layaway/special-order ownership, and customer-account credits. We deduplicate, standardize phone and address formats, and merge with the address-on-file from your A&D bound book where appropriate.
Before You Start
- Verify your customer database for any test or placeholder records you do NOT want migrated (e.g., 'Walk-in Customer', 'Cash Sale') - these are typically left out of the migration.
- Allow 5-10 minutes for the export.
Step-by-Step Instructions
- Open QuickBooks POS and sign in as Admin.
- From the top menu, click File > Utilities > Export.
- Choose Customers as the data type and click Next.
- Select the Default Template and choose a destination folder.
- Click Export. QuickBooks produces an .xlsx file with the customer list.
- Alternate path if the export wizard errors: Reports menu > Customers > Customer List, then click the Excel button at the top of the report.
Expected File Format
Excel workbook (.xlsx)
Expected Columns
- Customer #
- First Name
- Last Name
- Company
- Address 1
- Address 2
- City
- State
- Zip
- Phone 1
- Phone 2
- Phone 3
- Phone 4
- Customer Type
- Account Limit
- Notes
- Tax Location
- Discount %
Watch Out For
- Performance on the export wizard degrades sharply past about 50,000 customer records. If your customer list is larger, use the Reports > Customer List > Excel path instead and consider exporting in smaller date-range chunks (e.g., active customers in the last 5 years).
- Multiple phone numbers (Phone 1-4) are stored in separate columns but may not all be populated. Don't worry; Orchid handles partial data.
- House account / store credit balances are NOT included in the customer export. See the Open Credits supporting-file export (covered in a separate migration phase).
This file may contain sensitive information (customer addresses, pricing, costs). Send it to Orchid using the secure upload link your consultant provided. Do not email exports as unencrypted attachments.
Questions about this export? Reach out to your Orchid implementation consultant, or email implementations@joinorchid.com with the subject line "[Migration] [Your Store Name] - [Legacy System] [File Type] export."