This is a read-only preliminary check.Do not export, upload, or send business records. Write down only the approximate storage figures you see.
What this platform may hold
Know what you are measuring.
- Transactions and accounts
- Customers and vendors
- Products, services, and reports
- Journal entries and attachments
Permissions requiredPrimary admin, company admin, or authorized accountant
Use a role that can view reports and lists across the company. Export access is unnecessary for the free check.
Start in the source systemGo to qbo.intuit.com and sign in.
Use the authorized role listed above, then keep this Steady Data guide open beside the portal and follow the visual steps below.
Open QuickBooks Online Opens the source system in a new tab. Never share your password with Steady Data. Official vendor instructionsWant the vendor's full documentation? Open any source below without losing this guide.
Each link opens in a new tab. Check your data volumeFollow these steps.
Product screens can change. Follow the verified labels and use the linked vendor sources if your layout differs.
01Open All-date transactions
Sign in with the authorized role and follow QuickBooks → Reports → Transaction List by Date → All Dates.
QuickBooksReportsTransaction List by DateAll Dates Stay in the read-only summary. Do not download, delete, or open individual records. QuickBooks Online · original navigation mapStep 1
Open All-date transactionsExample layout
Search settings and reports
02Capture the headline volume
Record transaction rows or report size, oldest and newest dates, and accounting basis.
All-date transactionsOverview Keep cash-versus-accrual context with any financial totals. QuickBooks Online · original navigation mapStep 2
Capture the headline volumeExample layout
Record this figureStorage overviewYour used storage
UsedTotal limit
03Review the breakdown
Review customers, vendors, accounts, products and services, employees, recurring templates, and attachments.
All-date transactionsDetails Aggregate totals are enough for the free valuation. Do not submit raw business records. QuickBooks Online · original navigation mapStep 3
Review the breakdownExample layout
Compare the largest sourcesEmail or recordsLargest
Files and attachmentsReview
Shared contentReview
04Record scope and history
Write down transaction scope, major list counts, attachment use, payroll, inventory, bank feeds, apps, and date checked.
Your worksheetQuickBooks Online Reports follow the selected accounting period and filters. Opening balances, archived lists, and app data can have other boundaries. QuickBooks Online · original navigation mapStep 4
Record scope and historyExample layout
EmailMailbox usage
FilesStorage used
SitesTotal usage
Write down each service separatelyUsed vs. limitRecord what is used—not just what is available.
QuickBooks Online has no simple database-size meter. Use all-date transaction scope, list counts, attachments, and oldest date.
Historical coverageStorage size does not equal record age.
Reports follow the selected accounting period and filters. Opening balances, archived lists, and app data can have other boundaries.
TroubleshootingCommon reasons your screen may differ.
All Dates is unavailable+
Use a custom range from the oldest company date through today.
Lists include inactive entries+
Record active and inactive totals separately when possible.
Prepare or export data only after authorization.
QuickBooks Online reports and lists
QuickBooks exports selected reports and lists rather than one universal database file.
Permissions and safeguardsObtain primary or company-admin approval and define dates, reports, lists, non-posting records, and attachments.
1. Settings2. Tools3. Export data4. Select Reports and Lists5. Export to Excel
Typical output: Excel or CSV for reports and lists; attachments can be delivered in a ZIP.
Official sourcesVerify the latest vendor guidance.
These official pages were used to verify this guide. Vendor interfaces and permissions can change.