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Intuit

Export data file from QuickBooks Online to Desktop

You can use data export to move your QuickBooks Online (QBO) information to another version of QuickBooks.

Important: Exporting your data does not cancel your QuickBooks Online paid subscription. If you would like to cancel your account, please see How to Cancel your QuickBooks Online Company.

Moving your file within QuickBooks Online? Currently, there's no way to directly move your data from one QuickBooks Online company file to another. You need to export the file to Desktop (Windows or Mac) and then convert the Desktop file to QuickBooks Online (Windows or Mac).

Before you export

REMINDER! The steps provided within this section are intended to ensure that both Internet Explorer and QuickBooks are properly set up to allow a successful import. Do NOT skip any of these steps to ensure successful conversion.

Export your data

Note: For visual references of the steps contained in this article, you can view the Visual Guide to Export.

Export from QuickBooks Online

In order to get to the Continue to Download option within the export process, you will need to repeat a series of steps.

  1. Select the Gear icon at the top. Under Tools, choose Export Data.
  2. Under “Moving to QuickBooks Desktop?”, select Learn more.
    User-added image
  3. Under Download company data, select Learn more.
    User-added image
  4. Review the export overview, then select Get Started.
  5. In the Exporting from QuickBooks Online page, select Continue to Download.
  6. Verify that the version of QuickBooks Desktop, to which you are exporting, is open and sitting at the No Company Open screen.
    Important: If a company file is currently open, you need to close that file before proceeding.
    • How do I close QuickBooks company?
      1. From the File menu, choose Close Company.
        Note: This will place you at the No Company Open screen.
  7. Select Download.
  8. In the Save your company file pop-up window, select a location to save the export company file.
    Note: It is not recommended to change the file name and to save the file to your Windows Desktop.
  9. After the file has finishes downloading, select Convert Now.
  10. In the Create new QuickBooks file pop-up window, give the file a name and save the file to a local directory.
    Important: We strongly recommend saving to your local directory. Attempting to save the file to a network directory or external media may result to conversion failure. This will display a pop- up dialogue window containing a status bar. If the status bar does not appear to be processing, check QuickBooks Desktop for an Application Certificate.
    • How do I check QuickBooks for an Application Certificate and allow the conversion?
      1. In your Windows Task bar, choose the active QuickBooks desktop session, to bring it to the foreground.
        Note: This should also display the Application Certificate.
      2. Within the Application Certificate, choose Yes, prompt each time. Select Continue.
      3. In the confirmation window that follows, select Done. From this point, a new company file will build itself within QuickBooks desktop with QuickBooks Online data. When it’s done, QuickBooks will open within the new file.
      Important: If, during the conversion process the progress freezes at a certain percentage, it doesn't always mean the export will not complete. Check the folder where you saved your company file, look for a file with the extension "tlg" and check the file size (usually listed in kilobytes or kbs). Take note of the number of kilobytes and close out the folder and check it after about one minute. If the number of kilobytes (kbs) on the right hand side increases, the export is working successfully. If, after about ten minutes the file size is not increasing, it's best to restart the Export conversion process
  11. After the export completes, select Finished.

Verify that export was successful

After you've exported your data, run a Balance Sheet and a Profit and Loss report to ensure that the numbers match. The reports must be run on an Accrual basis and for All Dates in both programs.

Important: If the report totals don't match, check to be sure you ran both reports on Accrual basis and for All Dates in the date range. Then make sure no data was entered into either application after the export. If the data still doesn't match, please contact a Customer Care consultant for assistance.