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Move your QuickBooks Desktop company file to QuickBooks Online

by Intuit•658• Updated 2 days ago

Learn how to move your QuickBooks Desktop company file to QuickBooks Online.

Keep track of your data even when you’re away from your desk. Use QuickBooks Online to stay on top of your business anywhere you are. Here’s what you need to do first:

  1. Get your QuickBooks desktop company file ready.
  2. Move your data using the tool in QuickBooks Desktop or the online migration tool. 
  3. After you move your data, finish setting up your new QuickBooks Online company. 

If you’re not sure which QuickBooks Online is right for you, check out these resources:

Note: You have 90 days from the time you create your QuickBooks Online account to move your data. If you’re not sure how old your company is, sign in to QuickBooks Online. Then, refresh this page for personalized info.

Know what you’ll need before you move your company file

To learn more about names and what transfers, check out our comparison article.

The QuickBooks design has been updated! If this video doesn't match what you see in QuickBooks, use the in-app Search bar to navigate to the page you need.

Explore the benefits of moving to QuickBooks Online including automatic updates for the latest version of QuickBooks, tracking and sending invoices on the go, and mobile alerts. Learn more about QuickBooks Online.

To get set started with your migration, here’s what you’ll need:

  • An active QuickBooks Online account in the same county or region as your QuickBooks Desktop account.
  • The latest release of QuickBooks Desktop.
  • A file with under 4,000,000 targets. Check the number of targets in your company file using the F2 key or Ctrl+1. If you have more targets than that, condense your data. 
  • Admin access to both your Desktop company file and your QuickBooks Online account.
  • A printed or saved copy of your Sales Tax Report.
  • A categorized and reconciled bank and credit card transactions if you use online banking.
  • Check the following if you use QuickBooks Desktop Payroll:
    1. Make sure all of your employees' profiles are correct.
    2. Remove or deactivate any employees who haven’t been paid this year. Then, wait 2 to 3 business days after running payroll to move your data. 
    3. Make sure to move your data at least a few days before your next payroll run.
  • Contact support for assistance in setting up your account in QuickBooks Online if you use QuickBooks Time.

Move your QuickBooks Desktop company file

Follow these steps to migrate your data. Migration time depends on a few things, like how complex and large your QuickBooks Desktop company file is.

  1. Open QuickBooks Desktop then begin the export process. 
    Note: If you have QuickBooks Desktop 2022 or newer:
    a. In QuickBooks Desktop Pro and Premier: Go to Company. Then, select Migrate this company file to QuickBooks online, and then select Export Your Company File to QuickBooks Online.
    b. In QuickBooks Desktop Enterprise: Press Ctrl + 1 to open the Product information window. Then press Ctrl + B + Q, then select OK.
  1. Select Get started.
  2. You'll see a personalized checklist of all the tasks required to get your company file ready:
    1. Review each task and the associated data that the tool presents.
    2. Take an action on each item. For all the bulk-actionable tasks, you also have an option to select Complete All. This resolves multiple tasks in a single click.
    3. After you've addressed all the tasks on the checklist, select Continue.
  3. You’ll see the Let’s bring your data to QuickBooks Online screen. Select how you want to move your data:
    1. Bring all of your company data.
    2. Bring only lists and balances.
      Note: This is helpful if you have a large company file and don’t want to bring over every individual transaction.
  4. If you have inventory, you can:
    1. Select Yes, track inventory using FIFO then select a start date.
    2. Select No, don’t move inventory. You can move your inventory manually. Any inventory you have will be listed as non-inventory items.
      Note: If you use multi-currency in QuickBooks Desktop, you’ll have to select a home currency.
  1. Select Yes, sign me in, then select Continue to sign in with your QuickBooks Online account. Sign in with your user ID and password you set up for your QuickBooks Online subscription.  
  2. You’ll see your QuickBooks Online company names and subscriptions listed. Select the company you want to move your data to.
  3. If you already have data that exists in your QuickBooks Online account, QuickBooks will ask if you want to replace it. Be careful as this can't be undone. If applicable:
    1. Select Agree, then select Replace.
    2. Select Yes, go ahead and replace the data, then select Replace.
  4. Select Continue, then select Export. You'll see a progression bar as your data is moved over to QuickBooks Online.

Move your company file to QuickBooks Online with an online tool

Use the online tool to move your company file in a more convenient way.

Note: The tool will move data from QuickBooks company files (.QBW), portable files (.QBM), backup files (.QBB), and QuickBooks Desktop for Mac files if you save a backup for Windows (.qbb).

You can use this tool if:

  • You're an accountant who doesn’t have QuickBooks Desktop and want to help your client move to QuickBooks Online.
  • You don't have QuickBooks Desktop, but you have a QuickBooks Desktop file that you want to move to QuickBooks Online.
  • Your QuickBooks Desktop company file version is 2011 or later.
    Note: If you’re using a company file from 2010 or earlier, follow these steps to run QuickBooks File Doctor.

Step 1: Open the online tool

  1. Select the link for your QuickBooks version:
    1. QuickBooks Pro/Premier
    2. QuickBooks Enterprise
    3. QuickBooks for Mac
    4. Convert your QuickBooks for Mac company file to QuickBooks for Windows before you use the tool.
    5. Select Get Started, then sign in with your Intuit Account.

Step 2: Upload your company file

Follow these steps to upload your company file. This helps prevent errors and reduce setup time later.

  1. Select Select File, then browse to the supported QuickBooks Desktop company file you want to move.
    Note: You can only upload one company file at a time.
  2. Select Open to upload the company file, or drag and drop your QuickBooks Desktop company file to upload it.
  3. Once your company file is uploaded, we’ll auto-update it to the latest version of QuickBooks Desktop.
  4. Next, you'll see an option to move to QuickBooks Online.

Follow the on-screen instructions to guide you through when you move to QuickBooks Online. You’ll receive an email that says "Your company is now Online" when the migration has completed.

If your books fail to update to QuickBooks Desktop or move to QuickBooks Online, reach out to our support team.

Next steps

The QuickBooks design has been updated! If this video doesn't match what you see in QuickBooks, use the in-app Search bar to navigate to the page you need.

Get personalized help using QuickBooks with QuickBooks Live.

This is Katheryn from the QuickBooks team. Welcome to QuickBooks Online. First, let’s explore how to get around, where to find your settings, and how to get help when needed! Select Dashboard to see shortcuts to some of the most common activities in QuickBooks. You can also view your sales & get paid funnel, an overview of your bank accounts, and charts and graphs. Select Add widgets to customize what you see. Intuit Assist uses the business feed to share work it does for you and give you suggestions on how to run your business. Reports and Analytics is where you run valuable reports on your company’s performance. This is also where you can take a look at budgets, forecasts, and other financial planning tools. Select My apps to find where to perform your work in QuickBooks. You can also use the search tool. Accounting lets you connect your bank and credit cards to QuickBooks. You can securely and automatically import transactions, which are either categorized for you by QuickBooks, or you can enter required data yourself. Connecting your accounts keeps your books up-to-date and accurate, and is an important first step in the setup process. Integration transactions is where you see transactions from all your connected sales channels, like Shopify or Amazon. You can also upload and review receipts, reconcile your books, and customize your Chart of Accounts to manage how you want to categorize and track transactions. In Expenses & Pay Bills, you can see vendors and contractors, record expenses, and enter and pay bills. You also track your business Mileage here. Sales & Get Paid helps you manage your money-in options such as sending Invoices to customers, accepting payments, and tracking the products and services you sell. You manage your customers and leads in the Customer Hub. Select Team to add and view your Employees and Contractors. And Time lets you enter and approve the hours your team works. Depending on your QuickBooks plan, you can track and plan your Project financials under Project Management. Sales Tax lets you set up and pay your Sales taxes, And you can view and manage year-end taxes and filings for your business under Business Taxes. If you want to apply for a line of credit or credit card, you can do so under Lending. This is also where you sign up for a QuickBooks Checking account. Use Payroll to pay your team and Mailchimp to reach customers faster. You can customize your navigation at any time. Pin apps, or drag and rearrange pinned apps. You can add bookmarks for the pages you use most often. When you need to quickly create something, such as a new invoice or expense transaction, hover over Create to choose which transaction or entry you need to open. Now that you can get around, select the gear icon to see your Settings options. Here, you can do things like add and manage users, manage your billing and subscription info, and set your preferences to optimize QuickBooks for your business. Finally, when you find something you have questions about, help is just a click away. Select the Help icon to chat with our online assistant, see topics related to the page you're on, or search for more info. Plus, you can contact experts here. Now that you know your way around, what’s next is up to you. Visit our video center to find even more videos on how to get set up. Welcome to QuickBooks.

Follow this list of what to set up in your new QuickBooks Online company.

  1. Get started with QuickBooks Online and Get started and adjust settings after you sign up for QuickBooks Online.
  2. Connect your bank or credit card account.
  3. Create and send invoices to your customer.
    Note: If you track sales tax, set up location-based sales tax in QuickBooks first.
  4. Track your bills and learn how to pay them in QuickBooks.
  5. If you use payroll, follow this guide to set up and run your payroll in QuickBooks Online.

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