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Learn about switching from QuickBooks Desktop to QuickBooks Online

by Intuit•18• Updated 1 week ago

Get answers to frequently asked questions about moving your data, understanding features, and completing your migration to the cloud.

In this article, you'll learn about:

General questions
Prepare and import your data
Understand feature and data mapping
Understand post-migration verification checklist

General questions

What is a QuickBooks Online account?

QuickBooks Online is a cloud-based platform that you can access through a secure web browser or the QuickBooks Online desktop app. Your login and data are separate from QuickBooks Desktop — think of it as an independent account.

Does QuickBooks Online sync with QuickBooks Desktop?

No. QuickBooks Online is completely independent. Once you move your data from desktop to Online, they don’t sync. You’ll do all your active, daily bookkeeping in QuickBooks Online moving forward.

Is my data safe in the cloud?

Yes. Intuit takes security seriously and ensures your data is secure and is made available to you whenever you need it.

Prepare and import your data

How long will the move take?

The migration time varies depending on the size of your company file. Make sure QuickBooks Desktop is running until the move is complete.

What happens to my existing data in QuickBooks Desktop?

Your historical data is perfectly safe. The migration tool doesn’t delete or change your Desktop file—it simply copies it over to the cloud.
Important: To access your historical Desktop data post-migration, you can open your file in view-only mode for 1 year if you use QuickBooks Desktop 2023 R3 or newer.

Are there file size or target limitations?

Yes. To make sure of a successful transition, your file must meet current data thresholds:

Target Ceiling: Your file should have fewer than 4,000,000 total list entries to import directly via the migration tool. These are the targets in QuickBooks (Press F2 on your keyboard while in Desktop to check your Total Targets).
Large Files: Files exceeding 750,000 targets may take longer than average to migrate. Files that are near or exceed 2,000,000 targets are also more at risk of inventory related errors.

What must I do before I migrate?

To prevent data errors during the move, complete these steps first:

Check for Data Damage: Go to File, select Utilities, then select Verify Data.
Important: If there are errors, run Rebuild Data to fix them before moving. Go to File, select Utilities, then select Rebuild Data.
Finalize Payroll: If you use Desktop Payroll, wait 2 to 3 days after your last payroll run to make sure all paycheque histories are ready to copy over. Move your data before your next payroll schedule.
Verify the 90-Day Window: Confirm that your new QuickBooks Online account is less than 90 days old (or 180 days if an accountant creates the account). If your new QuickBooks Online account is older than 90 days, you won't be able to import — this safeguard prevents accidental data loss.

Understand feature and data mapping

Not all features look or behave the same way after moving to the cloud. Here's what to expect for some commonly used features after your migration:

Feature/Data Type	QuickBooks Desktop Behaviour	QuickBooks Online Behaviour (Post-Migration)
Bank Rules	Works across all platform versions.	Migrates smoothly from Windows files. Rules don’t migrate from Mac files and you’ll need to recreate them.
Inventory Items	Uses historical valuation tracking based on your setup.	Inventory history begins on the day you migrate. If you need to adjust records from before that date, you'll need to enter again the starting values—contact your accountant if you aren’t sure.
Sales Tax Filing	Supported in product forms and e-filing paths.	QuickBooks Online no longer files sales tax returns for you. It’ll still calculate what you owe, but you need to file the return yourself with your relevant tax authority or CRA.
Attachments	Stored in a local "Attach" directory folder.	If you run the migration yourself, your data copies over automatically. Total attachment bundle sizes must be under 5GB.

Understand post-migration verification checklist

Once the migration tool completes the transfer, perform these steps before entering new transactions:

1. Run balancing reports

Run a Profit and Loss report and a Balance Sheet report in both QuickBooks Desktop and QuickBooks Online. Set the date range to All Dates and make sure the totals match exactly — use the same accounting method (cash or accrual) in both. Not sure which to use? Check with your accountant.

2. Connect your bank feeds

Your financial institution links don’t transfer over for security reasons. Go to All apps A bunch of numbers and letters on a tile wall. , select Accounting, then select Bank transactions (Take me there). Then, link your bank and credit card accounts to pull fresh online data.

3. Check your inventory starting values

If you brought over inventory items, verify their quantities on hand. If you need to backdate or adjust any historical entries:

Go to Settings and select Products and services.
Under the Actions column, select Edit.
Select Starting value, and confirm the date shown to reflect when you started tracking the item's inventory.
Close the window.