QuickBooks Desktop to Online Migration

How to migrate QuickBooks Desktop to QuickBooks Online?

Moving from QuickBooks Desktop to QuickBooks Online allows you to manage your business accounts through the cloud instead of keeping your company file only on a local computer. QuickBooks provides migration tools that can transfer your company data from Desktop to Online.

Before starting, it is important to prepare your company file and check that your QuickBooks Online account is ready for the move.

Why Move From QuickBooks Desktop to QuickBooks Online?

QuickBooks Online lets you access your company data through an internet connection from supported devices. You can also work with your accountant or team members without having to transfer the Desktop company file between computers.

After the migration, QuickBooks Online becomes your active bookkeeping system. QuickBooks Desktop and QuickBooks Online do not continuously sync with each other after the move.

Prepare QuickBooks Desktop

Before moving your data, update QuickBooks Desktop to the latest available release.

It is also a good idea to create a backup of your original company file. Keep this backup in a safe location so you have an unchanged copy of your Desktop records.

Your company file should be saved locally on your computer rather than on a cloud or hosting service.

QuickBooks also recommends checking the file for problems by using Verify Data and rebuilding the data if necessary.

Check Your Company File Size

QuickBooks has limits for the amount of data that can be moved through the migration process.

Open your QuickBooks Desktop company file and press F2 or Ctrl+1 to open the Product Information window.

Look for the Total Targets count. QuickBooks currently requires the count to be below 4,000,000 for a standard migration.

If your file is too large, you may need to condense the company file before attempting the migration.

Prepare Your QuickBooks Online Account

Before starting the transfer, create or sign in to your QuickBooks Online account.

Your QuickBooks Online account should be in the same country or region as your QuickBooks Desktop company.

You should also have administrator access to both your Desktop company file and QuickBooks Online account.

Migrate Using QuickBooks Desktop

If you have QuickBooks Desktop Pro or Premier, open your company file and sign in as the company administrator.

Go to the Company menu and select the option to migrate or export the company file to QuickBooks Online.

Sign in to your QuickBooks Online account when prompted and select the Online company where you want to transfer the information.

Migrate QuickBooks Enterprise

The process is slightly different for QuickBooks Desktop Enterprise.

Open the company file as an administrator and press F2 to open the Product Information window.

Then press Ctrl+B+Q to open the export process.

Select Get started, choose the data you want to move, sign in to QuickBooks Online, and select the destination company.

Follow the instructions to complete the transfer.

Use the Online Migration Tool

You can also use Intuit's online migration tool in certain situations.

This option can be useful if you no longer have QuickBooks Desktop installed but still have your company file.

The online tool can work with supported QuickBooks Desktop files, including .QBW, .QBB, and .QBM files.

Upload your company file through the migration tool and follow the instructions to complete the setup.

What Happens to Your Data?

QuickBooks transfers many types of accounting information, but not every Desktop feature works exactly the same way in QuickBooks Online.

Some features may use different names or work differently after the migration. Certain Desktop features may also not be available in QuickBooks Online.

This is why reviewing your company data after migration is important.

Review Your Data After Migration

Once the transfer is complete, compare important financial information between QuickBooks Desktop and QuickBooks Online.

Review your accounts, customers, vendors, transactions, invoices, bills, balances, and financial reports.

QuickBooks recommends comparing financial reports after the migration to make sure the information transferred correctly.

If you use payroll, pay particular attention to your payroll information and migration timing. Intuit recommends allowing time for payroll information to sync before moving the company file and completing the migration well before the next scheduled payroll.

Be Careful When Replacing Existing Data

If the QuickBooks Online company already contains data, the migration process may ask whether you want to replace it.

Be careful before confirming this action because replacing existing QuickBooks Online data cannot be undone through the migration process.

If possible, use an empty QuickBooks Online company for the migration.

FAQs

Can I move QuickBooks Desktop to QuickBooks Online?

Yes. Intuit provides migration tools that allow eligible QuickBooks Desktop company files to be moved to QuickBooks Online.

Will my QuickBooks Desktop and Online accounts sync after migration?

No. QuickBooks Desktop and QuickBooks Online are separate products. After moving your data, you should use QuickBooks Online for your ongoing bookkeeping.

Should I back up QuickBooks Desktop before migrating?

Yes. Creating a backup of your original company file gives you an unchanged copy of your records before the migration.

Can I migrate a large QuickBooks company file?

There are data limits. QuickBooks currently requires a standard migration file to have fewer than 4,000,000 total targets.

Conclusion

Migrating QuickBooks Desktop to QuickBooks Online starts with preparing your Desktop company file, creating a backup, checking the file size, and making sure your Online account is ready. You can then use the migration tool in QuickBooks Desktop or an available online migration tool. After the transfer, carefully review your financial information and reports before continuing your regular bookkeeping in QuickBooks Online.

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