Is there a way to combine two company quickbooks files - into one (both on desktop)

There's no built in way to do this for transactions.  You can for lists like your customers and vendors and items and such.

Apps like our BRC Transaction Copier  can help you pull transactions from one file and import them into another file, but this isn't a true merge.  Also, QB's import features are limited.  Still, the app can help you move most types of transactions from one file to another.

You may consider purchasing a 3rd party merging service. They can additionally add classes to all transactions in each company file which can be used for reporting purposes. The merged file is audited to ensure all transactions were merged correctly.

To combine multiple company data files, the chart of accounts in both files cannot have the same account name with different types. For example, if one company file has an account with name 'Accounts Receivable' of type AccountsReceivable, the second company cannot have an account name with the name 'Accounts Receivable' of another type. To resolve this issue, rename one of the accounts to 'Accounts Receivable1'.

Also, only one company file can have Payroll transactions. If both company files have payroll, the payroll transactions cannot be merged. Other than that, all transactions types can be merged. Any number of files can be merged into a single Quickbooks data file or converted to Quickbooks Online.

What data cannot be merged?

• Payroll checks are merged as regular checks and won't appear in payroll reports or W2 calculations. This is because Quickbooks does not allow payroll checks to be transferred from one file to another. Also time activities are not merged.
• Bank Reconciliations cannot be merged because Quickbooks does not support the transfer of Bank Reconciliations. You will need to do a single reconciliation for each bank acount after the merge.
• Data files with negative inventory and assembly builds do not merge correctly because there is insufficient quantity on hand to build the assemblies and they transfer over as pending builds.
• Data files with sales tax items and sales tax groups that were modified after their initial use may not be transferred correctly since Quickbooks does not store historical rate changes.
• Data files with group items that were modified after their initial use may not be transferred correctly since Quickbooks does not store historical group modification data.
• Templates cannot be transferred from secondary files to the primary file as Quickbooks does not support the trasnfer of templates. (However, you can manually export templates and import them into the merged file after the merge).
• Attachments are not transferred because Quickbooks does not support the transfer of attachments.
• Customer Notes and To-Do lists are NOT merged.
• Custom fields in transactions are NOT merged from the secondary file(s) to the primary file.
• Memorized Transaction definitions from secondary files are not transferred, and will need to be memorized again.
• Memorized Reports from secondary files are not transferred, and will need to be memorized again.
• Budgets/Forecasts from secondary files are not transferred, and will need to be memorized again.
• Users from secondary files are not transferred and will need to be re-entered.

Hopeit helps.

BRC got this right!  Even with QuickBooks Enterprise version, there is no way to merge two company data files into one.

I have a similar question. We moved our office. We put in a new server to be used in tandem with the old server till all new software and old software had total migration. Once we moved into the new location, the old server was placed out of service. When we submitted data to our CPA, we discovered that during that process, the company data was not saved in the right  place and 2 different company files were created as a result. Some of the data is in one and majority in another. However, there is almost a year of data missing in the main company file.

When I called intuit, the sales rep suggested that we switch from a desktop version to the online version and during the migration, they're able to merge only 2 company files!" When we actually switched to the online format, the support was able to only migrate the largest file and said: "no way to merge the 2 company files!"

I am hoping that there is a solution besides having to re-enter the missing data into the main file! Any help in this: please advise!

I have a similar question. We moved our office. We put in a new server to be used in tandem with the old server till all new software and old software had total migration. Once we moved into the new location, the old server was placed out of service. When we submitted data to our CPA, we discovered that during that process, the company data was not saved in the right  place and 2 different company files were created as a result. Some of the data is in one and majority in another. However, there is almost a year of data missing in the main company file.

When I called intuit, the sales rep suggested that we switch from a desktop version to the online version and during the migration, they're able to merge only 2 company files!" When we actually switched to the online format, the support was able to only migrate the largest file and said: "no way to merge the 2 company files!"

I am hoping that there is a solution besides having to re-enter the missing data into the main file! Any help in this: please advise!

Thanks for joining in on the thread, 1stDrK.

Aside from re-entering the transactions manually to the correct company file. You might also want to consider the suggestions of brconsultingid2 and Fiat Lux - ASIA to use a third-party merging service.

Regarding with these third-party merging service, I'd recommend reaching out to their support for any assistance about the merging process. They know the ins and outs of the program.

If you're not up for using a third-party merging service, I'm afraid we'll go back to our first option which is to enter the missing data manually.

Feel free to let us know if you require additional assistance in entering your transactions.

@1stDrK 

I noticed you have migrated one of the data files to QBO. You may have 2 options:

1. Migrate all of your missing data from the file to the other one. During the importing process, the tool will find any duplicate data and you can set to ignore it.

https:// transactionpro.grsm.io/qbd

Once the migration is completed, you may migrate the data file again to QBO. Make sure your QBO account is < 60 days old. Otherwise, you have to open a new QBO account.

https:// quickbooks.grsm.io/US

https:// quickbooks.grsm.io/us-promo

2. Export all of your missing data from the file to XLS by using TP Exporter for Desktop, and utilize TP Importer for Online to complete.

https:// transactionpro.grsm.io/qbo

Good luck!   

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@1stDrK wrote:

I have a similar question. We moved our office. We put in a new server to be used in tandem with the old server till all new software and old software had total migration. Once we moved into the new location, the old server was placed out of service. When we submitted data to our CPA, we discovered that during that process, the company data was not saved in the right  place and 2 different company files were created as a result. Some of the data is in one and majority in another. However, there is almost a year of data missing in the main company file.

 

When I called intuit, the sales rep suggested that we switch from a desktop version to the online version and during the migration, they're able to merge only 2 company files!" When we actually switched to the online format, the support was able to only migrate the largest file and said: "no way to merge the 2 company files!"

 

I am hoping that there is a solution besides having to re-enter the missing data into the main file! Any help in this: please advise!

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I got told the same thing...and now I am stuck in the same boat!  One QBO license...two QBW files.

Thanks for letting us know about the same concern you have, @AriFeld.

I can see here how it is bothersome on your part to be stuck on a certain task. 

The option we have is to re-enter the transactions manually to the exact company file. However, if you're not up to this option, you may consider using a third-party application suggested by brconsultingid2 and Fiat Lux- ASIA for the merging service. 

To do this, I suggest reaching out to their support team to guide you on the process. 

For your future reference, here's an article where you can copy multiple transactions from one company to another: Copy Multiple Transactions From One Company File To Another.

Don't hesitate to get back in here if you need clarifications. I'm more than happy to help. Keep safe always.

The latest version of QBW I have is 2017 Premier...this is the reason that I upgraded to QBO Advanced!  The suggestion you made requires QBW 2018.  Can I perform the suggested task using QBW 2018 Trial?

@AriFeld 

Do you wish to keep using QB Desktop or migrate to QB Online?

currently on QBW (two company files) migrating to QBO (one company file ...hopefully!)

Hello there, AriFeld.

The migration process may take minutes to complete and since QuickBooks Online and QuickBooks Desktop have different platforms, there may be data that will be converted and not. You can also use migrator tools that will help you in switching from Desktop to Online.

For more details, you can check out these references: 

• Move your QuickBooks Desktop file to QuickBooks Online
• Learn about converting from QuickBooks Desktop to QuickBooks Online

I'm just here if you have other questions. Take care!

Firstly, you should utilize the trial license of QBD 2021 to open your company files and migrate to QBO.

Then you may have 2 options:

1. Migrate all of your missing data from the file to the other one. During the importing process, the tool will find any duplicate data and you can set to ignore it.

https:// transactionpro.grsm.io/qbd

Once the migration is completed, you may migrate the data file again to QBO. Make sure your QBO account is < 60 days old. Otherwise, you have to open a new QBO account.

https:// quickbooks.grsm.io/US

https:// quickbooks.grsm.io/us-promo

2. Export all of your missing data from the file to XLS by using TP Exporter for Desktop, and utilize TP Importer for Online to complete.

https:// transactionpro.grsm.io/qbo

Bank reconciliations aren't merged but individual transactions like debits/deposits are?

@ladeeofthelake 

Do you need to merge 2 QB Desktop files or 2 QB Online accounts?

Allow me to chime into this thread, ladeeofthelake.

I'm delighted to lend a hand regarding your concern, but I need more information from you to provide accurate assistance. That said, may I ask what you mean by merged deposit/debits in your bank reconciliation? Also, it will be a great help if you lay out more details so we can handle this accordingly.

Keep me posted, and kindly click the Reply button to send an update. I'll make sure to help you in any way. I'll be in touch.

Thank you!  I have a customer who's computer crashed...no he had no backup of his Enterprise Accountant Desktop data files.  The only thing he had was his accountant's copy for last year's tax return with data through 2/2024.  He had his computer rebuilt and started using another version of Enterprise Accountant for the last week.  From reading on this thread, I see there are certain transactions that won't merge/migrate even with 3rd party software such as payroll transactions, bank recs, etc.  I was just wondering if the checks/deposits transactions themselves can be migrated.

I have the information you need about importing checks/deposits in QuickBooks Desktop (QBDT), ladeeofthelake. I can add details regarding this matter, including how you can continue utilizing your data using the accountant's copy.

Considering your checks/deposits also came from QBDT, uploading these transactions to QBDT Accountant is possible if you mean importing instead of migrating them. To determine which lists and transactions you can import into the program, you can scan this material: Import and export data in QuickBooks Desktop.

On the other hand, you can convert an accountant's copy to a regular company file to change it and continue recording transactions without any restrictions. Here's how:

1. Open and create a backup for the accountant's copy.
2. In your QuickBooks Desktop Accountant, click the File menu.
3. Select Send Company File, then Accountant's Copy.
4. Choose Convert Accountant’s Copy to Company File/QBW.
5. To confirm that you decide to convert the file, click OK.
6. Access the folder to place the .QBW file in and rename the file.
7. Select Save, then OK once the converting process is successful.

Moreover, you might want to browse these resources for guidance on managing income and expense transactions:

• Accounts Payable workflows in QuickBooks Desktop
• Get started with customer transaction workflows in QuickBooks Desktop

Let me know if you have other concerns when importing or utilizing an accountant's copy in QuickBooks Desktop Enterprise Accountant. I can always have your back.

@ladeeofthelake 

I was just wondering if the checks/deposits transactions themselves can be migrated.

As I know, the answer is yes. But you should be aware of another issue

Bank Reconciliations cannot be merged because QuickBooks does not support the transfer of Bank Reconciliations. You will need to do a single reconciliation for each bank account after the merge.

My question now is why should you merge the company files? Your client can still use the new file and open their old file to access historical data.