Checking data export before renewing a subscription

Before renewing, test two separate things: that you can export the records you need and that someone can retrieve the saved archive without signing in to the accounting subscription. Record the cancellation access deadline for your product and plan separately; a successful export does not prove the live account will remain available.

Define the records to retrieve

Name the business file, periods and record types. Include a trial balance and detailed ledger, customer and supplier balances, invoices and bills, relevant bank and GST records, contacts and supporting documents. Save each report's date range and filters. A report of totals may be insufficient when a reviewer needs the underlying transaction.

business.gov.au says businesses must keep records of transactions relating to tax, super and registrations, including income, expenses, bank activity and GST records where applicable. Use the ATO's free record-keeping evaluation tool to check which records your business needs to keep. Store digital records securely, control access and back them up, with secure off-site storage where possible.

Check the route in your product

In MYOB Business, open the settings menu (⚙️) and choose Import and export data. MYOB also describes running a report and exporting it to Excel. Available record types vary, and some entries in MYOB's record-type information are import-only.

MYOB AccountRight uses the Import/Export Assistant, with access determined by the assigned role; the documented default roles with access are Administrator and Accountant/Bookkeeper. Export each record type separately, choosing comma-separated or tab-separated format. Do not assume this AccountRight route or its file formats apply to MYOB Business Lite or Pro.

For QuickBooks Online, go to Settings ⚙ > Export data, select a reason and continue. Set the date range on the Reports tab, choose the reports and lists to include, then select Export to Excel; the reports and lists are delivered in one .zip file. Estimates and purchase orders have separate export routes, and attachments are selected under Settings ⚙ > Attachments and exported using Batch actions > Export as a .zip file.

A cancelled paid QuickBooks Online account has read-only access for one year, and data can be exported during that period. For trials, export within 90 days; the stated trial read-only period is also one year, so confirm the deadline that applies to your account and do not rely on the longer period. After 12 months, earlier data is no longer available even if you resubscribe.

For a declined QuickBooks payment, the account has 14 days to update billing with full access; after that it is suspended, with read-only data access for one year. For MYOB and Xero, confirm the cancellation access deadline for your exact product and plan before relying on the live account. Xero confirms that data can be imported and exported and points users to a step-by-step guide; check that guide for the route you need.

Data Access and Export Deadlines After Subscription Cancellation

Data Export Options Across Australian Accounting Software

Open and inspect a sample

Choose an older invoice, a partly paid item, a supplier bill with an attachment and a corrected transaction. Ask someone other than the exporter to retrieve each item from the saved archive without using the accounting subscription, then locate its status, source document and effect in a dated report.

Keep an untouched copy of the export and list gaps. If a required record or document cannot be retrieved, identify who will obtain it, the available route and the access deadline. Include that work in the renewal decision, and do not let subscription access end until the archive and access arrangements are verified.

Pre-Renewal Data Export Verification Checklist