Move your QuickBooks Desktop file to QuickBooks Online

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

Check out all the benefits you get when you move to QuickBooks Online.

In this article, you'll learn how to:

• Step 1: Subscribe to QuickBooks Online
• Step 2: Get your desktop file ready
• Step 3: Move your QuickBooks Desktop file to QuickBooks Online
• Step 4: Get ready to use QuickBooks Online

Step 1: Subscribe to QuickBooks Online

Make sure you’ve researched and signed up for a QuickBooks Online subscription before you start to move your data. Need a consultation to help pick the right plan for your needs? Call 1-888-829-8589 to help you find the right solution or visit Quickbooks.intuit.com/ca/. 

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.

After you subscribe to QuickBooks Online, watch and follow the steps below:

Step 2: Get your desktop file ready

1. Make sure QuickBooks is up-to-date.
2. Mark any customers, suppliers or accounts you don't use as inactive. This'll clean up the data you moved to QuickBooks Online.
3. Delete or void, unbilled charges and unbilled time associated with inactive accounts, customers, suppliers or employees. To delete unbilled charges, Go to Suppliers and select Bills.
4. Make sure your company file isn’t too big to export.
   1. Each transaction in your file has links or targets to every other entry related to it. For example, an invoice has a target for the customer and each item, account, estimate, sales tax, and payment it touches.
   2. Total targets need to be less than 2,000,000 for data to move to QuickBooks Online. Press Ctrl+1 or F2 on your keyboard to check. If you’re over 2,000,000 targets, you can try to condense your data. You can also enter your customer opening balances in a new QuickBooks Online file.
   3. Learn what does and doesn’t move to QuickBooks Online.
5. If you use online banking or import bank transactions;
   1. Make sure to categorize and reconcile bank and credit card statements/transaction. Go to Banking, select Bank Feeds, then select Set up Bank Feed for an Account.
6. If you use QuickBooks Desktop Payroll:
   1.  Terminate or deactivate any employees you haven't paid in the current year.
   2. Make sure Employee profile info (first, last name, SIN, Date of Birth, Hire Date and Address) is available and updated for all employees.
   3. Wait 2–3 days after you've run payroll to move your data. This helps make all your paycheque info transfer over to QuickBooks Online. Then, move your data before your next payroll.
      Note: Make sure to move your data at least a few days before your next payroll run. This'll give you time to finish the setup for Online Payroll.
7. If you use QuickBooks Time, contact us for help to set up your account in QuickBooks Online.

Step 3: Move your QuickBooks Desktop file to QuickBooks Online

You have two options to move your data.

• Web-based migration tool
• Migration tool built into QuickBooks Desktop

Web-based migration tool

The QuickBooks design has been updated! If this video doesn't match what you see in QuickBooks, use the in-app Search bar to navigate to the page you need.

Note: Check out Learn how features and data move from QuickBooks Desktop to QuickBooks Online article to see what moves to QuickBooks Online.

Step 1: Open the online tool

1. Select the link for your QuickBooks version (available in English only):
   1. QuickBooks Pro/Premier
   2. QuickBooks Enterprise
2. Select Get started, then sign in with your Intuit Account.

Step 2: Upload your company file

Follow these steps to upload your company file.

1. Select Select File then browse to the supported QuickBooks Desktop file you want to move.
   Note: You can only upload one file at a time.
2. Select Open to upload the file. Or, drag and drop your QuickBooks Desktop file to upload it.

3. Once your file is uploaded, we’ll auto-update it to the latest version of QuickBooks Desktop.

4. Next, you'll see an option to move to QuickBooks Online.
5. Follow the on-screen instructions to guide you through the move to QuickBooks Online.

6. If your books fail to update to QuickBooks Desktop or move to QuickBooks Online, contact customer support.

Migration tool built into QuickBooks Desktop

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 in QuickBooks Desktop.
2. Export your QuickBooks Desktop company:
   • In QuickBooks Desktop Pro and Premier, go to Company and select Export Your Company File to QuickBooks Online.
   • In QuickBooks Desktop Enterprise, press CTRL + 1 to open the Product information window. Then press CTRL + B + Q then select OK.
3. Select Get started.
4. You’ll see a screen that says "Let’s bring your data to QuickBooks Online". Select how you want to move your data:
   • Bring all of your company data.
   • Bring only lists and balances. (This option is helpful if you have a large file and don’t want to bring over every individual transaction).
5. Select Continue.
6. If you have inventory, you can:
   • Select Yes, track inventory using FIFO then select a starting date.
   • Select No, don’t move inventory. You can move your inventory manually later.
7. If you use multi-currency in QuickBooks Desktop, you’ll have to select a home currency.
8. You will be asked if you have a QuickBooks Online account.
   • If you do, select Yes, sign me in, then select Continue.
     Note: This is the account you created when you purchased your QuickBooks Online solution in Step 1 Subscribe to QuickBooks Online.
   • If you have not selected a QuickBooks Online solution, you can select No, I need to create one. This will create a QuickBooks Online Advanced trial company. We recommend you go to Quickbooks.intuit.com/ca/ to buy the right QuickBooks Online version for your company before starting migration.
9. On the next screen, you will be asked to sign in. Sign in using the same user ID and password associated with your QuickBooks Online subscription.  
10. You’ll see your QuickBooks Online company names and subscriptions listed. Select the company you want to move your data to.
11. Select Continue, then select Export. You will see a progression bar as your data is moved over to QuickBooks Online.
    Note: If you already have data in a QuickBooks Online account, QuickBooks will ask if you want to replace the existing data, follow the below steps.
12. Enter Agree in the text field, then select Replace.
13. Select Yes, go ahead and replace the data, then select Replace.

Step 4: Get ready to use QuickBooks Online

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

Next you can follow this list of what to set up in your new QuickBooks Online company.