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Move from QuickBooks Desktop for Mac to QuickBooks Online
Learn how to move your QuickBooks Desktop for Mac to QuickBooks Online.
No need to start over when you move from QuickBooks Desktop for Mac to QuickBooks Online. You still keep all your past data. You can also access automatic updates, mobile invoicing, and real-time bank feeds. Here’s how.
Know the requirements
Double-check the requirements before you start your migration.
Regional limits: You can move QuickBooks Desktop files to the US QuickBooks Online only.
User role requirements:
QuickBooks Desktop: Only an admin can use the data tools and complete the migration. If you’re not an admin, you need the admin password for these steps.
QuickBooks Online: Only the primary or company admin can do the migration. Other users can't do it.
File size: Your file must meet the target threshold of < 4,000,000 for a successful migration. To check:
Open QuickBooks Desktop.
Go to Help, then select Product Information.
In the Product Info window, select Company File.
Find Total Targets, and double-check the info it shows.
Important: For files with >4,000,000 targets, condense them first or create a new company in QuickBooks Online.
QuickBooks Online account age:
Make sure that the creation of your new QuickBooks Online subscription is:
within the past 90 days for customers
within 180 days for accountants
When your subscription ends, you can see it in the migration tool. If you select it, a warning appears. Reach out to our support team when this happens.
Set up a new QuickBooks Online account before you move your data if:
it’s more than a year old
it has payroll and employee info
Important: When you migrate, your company file replaces all your QuickBooks Online data. Make sure to reconcile and back up your QuickBooks Online data first. You can add them back after you move your file.
Migrate to QuickBooks Online
Step 1: Rebuild and verify your file
Before you migrate, do the following to fix any file errors. If you can't fix the errors, reach out to our support team.
Go to File, then select Utilities.
Select Rebuild Data.
Select Verify Data.
Note: Close all open windows before you verify your data.
Step 2: Export your company file to QuickBooks Online
These steps work for local files in QuickBooks Desktop 2020 and newer.
Go to File, then select Export.
You can either:
a. select To QuickBooks Online
b. or, press Shift + Command + D on the keyboard
Note: Don't enter a password, even with a prompt.Select Get Started in the window that appears.
Select either Bring all your company file data or Bring only lists and balances.
Select Continue.
Important: If your file has inventory, its start date changes to the date of the migration. You might not be able to change transactions with items from before the migration. Know how to fix this.
Step 3: Link your accounts
Select Yes, sign me in.
Then, either:
a. enter your QuickBooks Online primary or company admin data
b. or, select No, I need to create a new one to create a new accountSelect the QuickBooks Online company file that you want to migrate into.
Select Continue.
Select Export to begin the migration.
When the message “Company migrated successfully” appears, select Quit.
Note: Migration replaces your QuickBooks Online data.
Double-check the results at post-migration
Check your email
Migration may take up to 48 hours. This depends on the size of your company data or how good your internet connection is. Check your email to see when it’s done.
Reconcile your books
Before you make your first online transaction:
run a Balance Sheet and Profit & Loss report and do this on both QuickBooks Desktop and QuickBooks Online
make sure your cash balances and financial history match
Fix inventory start date
After migration, your inventory transactions have a new date. You can change the inventory date back to the original if you need to. Here’s how.
Know what happens when you make changes
When you change the date to the original:
the inventory amount on your Balance Sheet and Inventory Valuation reports also changes
it may cause the asset to double-count when you have a journal entry to offset migration differences
Note: Before you make any changes, make sure there’s no journal entry like this.you may need to check your prior tax filings
Change the inventory date
Go to All apps.
Select Sales & Get Paid, then select Products & services.
Find your item, then select Edit.
In the window that appears, go to Quantity on hand.
Select Starting value.
Select Got it! on the window that appears.
Enter the original inventory date of the item in the As of date field.
Select Save and close.
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