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Move your QuickBooks Desktop file to QuickBooks Online

SOLVEDby QuickBooksQuickBooks Online39Updated 2 weeks ago

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

No need to start over again—just move your desktop file to a QuickBooks Online company. Check out all the benefits you get when you move to QuickBooks Online.

If you're an accountant, learn how to set up your clients for success with their move to QuickBooks Online.

Watch or follow the steps to get it done:

To watch more how-to videos, visit our video section.

Step 1: Get your desktop file ready

Note: You have 60 days from the time you create your QuickBooks Online account to move your data.

Note: You have 60 days from the time you create your QuickBooks Online account to move your data.

Important: Make sure QuickBooks is up-to-date

  1. In QuickBooks, press F2 (or Ctrl+1) to open the Product Information window.
  2. Check your current version and release. You’ll have greater success if you have the following QuickBooks versions and releases or higher: 2019 R17, 2020 R15, 2021 R10, and 2022 R5.
  1. Make sure QuickBooks is up-to-date.
  2. To make sure your Total Targets is less than 750,000, press Ctrl 1 on your keyboard.

Note: If the file exceeds the target limit (750,000) it can't be converted to QuickBooks Online. The only option is, you can only import lists and balances into QuickBooks Online or start fresh.

  1. Print a copy of your Sales Tax Liability report. You'll need it to enter adjustment entries after your move.
    1. Go to the Reports menu, then select Suppliers & Payables. Select Sales Tax Liability.
    2. From the Dates▼ dropdown, select All.
    3. At the top, from the Print▼ dropdown, select Save as PDF.
    4. Choose the folder you want to save it in, name the file, and select Save.

Step 2: Move your QuickBooks Desktop file to QuickBooks Online

Note: If you're QuickBooks version is 2018 or older, use the QuickBooks Desktop file restoration tool to upgrade your file. You can then move your data to QuickBooks Online.

Note: If you use an older version of QuickBooks Desktop or you don't have access to QuickBooks Desktop, install a trial version of QuickBooks 2021 and open your company file.

QuickBooks Desktop Pro or Premier

  1. Sign in as an admin to the company file you need to import.
  2. Go to Company, then select Export Company File to QuickBooks Online.
  3. Select Start your export.
  4. Sign in as an admin to your QuickBooks Online company.
  5. Select Choose online company, and choose the QuickBooks Online company you want to replace with your company file.
  6. Select Continue.
  7. If you track inventory in QuickBooks Desktop:
  8. Enter Agree in the text field, then select Replace.
  9. Select Yes, go ahead and replace the data, then select Replace.

Step 3: Get ready to use QuickBooks Online

With your company all set up, let's get you started with QuickBooks Online.

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