Move your QuickBooks Desktop company file to QuickBooks Online

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

Use QuickBooks Online to manage your business finances anywhere. This helps you keep your business running even when you’re away from your desk. Here’s what you need to do first:

1. If you haven’t yet, sign up for QuickBooks Online.
   Tip: You can also compare QuickBooks Desktop to QuickBooks Online if you need more info.
2. Get your QuickBooks Desktop company file ready.
3. Use the migration tool in QuickBooks Desktop, or the online migration tool.
4. Finish setting up your QuickBooks Online account:
   • Make sure it’s in the same country or region as your QuickBooks Desktop.
   • Make sure you have admin access to both your QuickBooks Desktop company file and QuickBooks Online account.

Important: The time you have to move your data from QuickBooks Desktop depends on how your QuickBooks Online account was set up.

• If you signed up for yourself: 90 calendar days
• If your accountant signed up for you: 180 calendar days

Prepare to move your data

Make sure to do the following steps before you move your data. These help you avoid any issues during and after the transfer.

1. Update QuickBooks Desktop to the latest release.
2. Check your file size:
   1. Open QuickBooks Desktop.
   2. Press F2 or Ctrl+1 on your keyboard. This opens the Product Information window.
   3. Confirm your Total Targets count is below 4,000,000.
      Note: If the total count is above 4,000,000, you need to condense your data before you proceed.
3. Make sure your company file doesn’t have any issues: verify and rebuild your data (if needed).
4. Make sure your company file is saved locally on your computer:
   • If you have a cloud or hosting service (for example, Rightworks), contact your service provider. They can help you get a copy of your company file on your computer.
   • If you aren’t sure and you need help locating your company file, here’s how you can check if it’s locally saved on your computer.
5. (Optional) Prepare your payroll for migration: If you run payroll in QuickBooks Desktop, do the following:
   1. Verify all your employees’ info are accurate and up-to-date. Update them as needed.
   2. Delete employee(s) with no pay history within the current calendar year.
   3. Run your payroll.
      Note: Wait 2 to 3 business days for everything to sync before you move to QuickBooks Online. This helps you avoid any payroll issues.
   4. Make sure the migration is complete at least 7 business days before your next scheduled payroll. This helps you avoid any delays.

Option 1: Use QuickBooks Desktop to move your company file

Follow these steps to move your data to QuickBooks Online.
Note: The migration time depends on how complex and large your company file is.

1. Open QuickBooks Desktop. Make sure you sign in as the company admin.
2. Begin the export process.
   • QuickBooks Desktop Pro or Premier: Go to Company and select Export Your Company File to QuickBooks Online.
3. Select Get started.
4. Sign in with the user ID and password you set up for your QuickBooks Online subscription.
5. Select Bring all your company data, then select Continue.
   Note: You can select Bring only lists and balances if you only want to move your customers, suppliers, chart of accounts, employees, and items.
6. You’ll see your QuickBooks Online company names and subscriptions listed. Select the company you want to move your data to.
7. Select Continue, then select Continue again.
8. 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.
9. Select Export. You'll see a progression bar as your data is moved over to QuickBooks Online.

Option 2: Use the online migration tool to move your company file

You can use the online migration 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 have a company file from 2010 or earlier, follow these steps to run QuickBooks File Doctor. This helps you avoid any issues during the transfer.

The online migration tool can move the following QuickBooks file types to QuickBooks Online:

• QuickBooks Desktop company file (.QBW)
• QuickBooks Desktop backup file (.QBB)

Step 1: Open the online migration tool

1. Select the link for your QuickBooks version:
   1. Open the migration tool for QuickBooks Windows
   2. Select Get started, then sign in your QuickBooks Online account.

Step 2: Upload your company file

1. In the upload page, select Select file, then browse to the folder where you saved your company file.
2. Select Open.
   Tip: You can also use your mouse to drag and drop it into the file upload box.
3. Wait until the upload is complete.
4. Follow the prompts to set up your new web-based layout.
   
   You’ll see “Your company is now online” on the page when the migration is complete.

You can reach out to our support team.