Move your QuickBooks Desktop file to QuickBooks Online

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

There's 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.

Watch or follow the steps to get it done:

• Step 1: Get your desktop file ready
• Step 2: Move your QuickBooks Desktop file to QuickBooks Online
  • Pro or Premier
  • Enterprise
• Step 3: Get ready to use QuickBooks Online

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. If you’re not sure how old your company is, sign in to QuickBooks Online. Then, refresh this page for personalized info.

1. Make sure QuickBooks is up-to-date.
2. Make sure your company file isn't too big to export.
   1. The total targets need to be less than 750,000, press Ctrl + 1 on your keyboard. If it exceeds, it can't be converted to QuickBooks Online. The only option is, you can import lists and balances into QuickBooks Online or start fresh.
   2. Learn what does and doesn’t move to QuickBooks online.
3. If you use QuickBooks Desktop Payroll:
   1. Make sure to terminate or deactivate any employees that are no longer working for you and haven't been paid in the current year.
   2. Make sure to wait 2-3 days after you've run payroll to move your data. This will insure all your paycheque info transfers over to QuickBooks Online. Then make sure to move your data before your next payroll.

Step 2: Move your QuickBooks Desktop file to QuickBooks Online

QuickBooks Desktop Pro or Premier

Note: If your QuickBooks version is 2020 or older, you can move your data to QuickBooks Online with an online tool.

Update QuickBooks Desktop

Make sure QuickBooks Desktop is up-to-date before you begin to copy your data to QuickBooks Online. Download and install the latest updates for QuickBooks Desktop.

Backup your company file

Before you make any changes, make sure you backup your QuickBooks Desktop company file.

Verify and rebuild your company data

We want to make sure you have a smooth transition. Make sure you Verify and Rebuild Data in QuickBooks Desktop before you make the switch to QuickBooks Online.

Copy your company file to QuickBooks Online

1. Sign in as an admin.
2. Go to Company, then select Export Your Company File to QuickBooks Online.
3. Select Get started.
4. Sign in as an admin to your QuickBooks Online company.
5. Select Choose online company, and choose the company you want to replace with your company file.
6. Select Continue.
7. If you track inventory in QuickBooks Desktop:
   • Select Yes to bring them over, then enter the as-of date.
     Note: Use the first day after your last tax filing period as your inventory start date.
   • Select No if you want to set up new items later in QuickBooks Online.

Note: If you already have data in a QuickBooks Online account, QuickBooks will ask if you want to replace the existing data.

1. Enter Agree in the text field, then select Replace.
2. Select Yes, go ahead and replace the data, then select Replace.

QuickBooks Desktop Enterprise

Update QuickBooks Desktop

Make sure QuickBooks Desktop is up-to-date before you begin to copy your data to QuickBooks Online. Download and install the latest updates for QuickBooks Desktop.

Backup your company file

Before you make any changes, make sure you backup your QuickBooks Desktop company file.

Verify and rebuild your company data

We want to make sure you have a smooth transition. Make sure you Verify and Rebuild Data in QuickBooks Desktop before you make the switch to QuickBooks Online.

Copy your company file to QuickBooks Online

If you use advanced features (such as advanced reporting and advanced inventory), start fresh so that all your data will move to QuickBooks Online. If you want to use these features in Enterprise, learn about cloud-enabled QuickBooks Desktop Enterprise.

1. Sign in as an admin to the desktop company file you want to move.
2. On your keyboard, press Ctrl + 1 to open the Product Information window.
3. Press Ctrl + B + Q, then select OK to display the export window, then select Get started.
4. Sign in as an admin to your QuickBooks Online company.
5. Select Choose online company, then select the company you want to replace with your company file, then select Continue.
6. If you track inventory in QuickBooks Desktop:
   • Select Yes to bring them over, then specify the as of date.
     Note: Use the first day after your last tax filing period as your inventory start date.
   • Select No if you want to set up new items later in QuickBooks Online.

Note: If you already have data in a QuickBooks Online account, QuickBooks will ask if you want to replace the existing data.

1. Enter Agree in the text field, then select Replace.
2. 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.