Learn about switching from QuickBooks Desktop to QuickBooks Online

Get answers to frequently asked questions about switching from QuickBooks Desktop to QuickBooks Online.

Learn about:

• General questions about QuickBooks Online
• Importing data to QuickBooks Online
• Your QuickBooks Online account
• Tracking inventory in QuickBooks Online
• Bank rules in QuickBooks Online

General questions about QuickBooks Online

What is a QuickBooks Online account?

QuickBooks Online accounts are completely online and accessed with a web browser. The account and sign-in info are separate from QuickBooks Desktop.

Does QuickBooks Online sync with QuickBooks Desktop?

No, QuickBooks Online is completely independent from QuickBooks Desktop.

Is my data safe in the cloud?

Intuit takes security very seriously and ensures your data is secure and available to you when it's in the cloud.

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Learn about importing data to QuickBooks Online

How long will the move take?

The time needed to move your data to QuickBooks Online varies depending on the size of your company file. Make sure to keep QuickBooks Desktop running until the move is done.

What happens to my existing data in QuickBooks Desktop?

Nothing changes, we simply copy the data to QuickBooks Online. Going forward, you'll input new data in QuickBooks Online.

You'll still keep the QuickBooks Desktop company file with your data, but can only access this data with an active QuickBooks Desktop subscription. Learn how to move your QuickBooks Desktop file to QuickBooks Online.

If you use QuickBooks Desktop 2023 R3 and above, you can use view-only mode for 1 year to view your data. 

Learn how to move your QuickBooks Desktop for mac file to QuickBooks Online.

How do I fix errors when moving from QuickBooks Desktop to QuickBooks Online?

If you get an error while moving to QuickBooks Online, refer to these common errors and how to fix them.

How can I verify my data imported correctly?

Run a Profit and Loss report or a Balance Sheet report in QuickBooks Online and QuickBooks Desktop and compare the two. Here's how to run the reports and compare everything.

What should I do after I move to QuickBooks Online?

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About your QuickBooks Online account

How do I recover my QuickBooks Online account?

If you forgot your QuickBooks Online sign-in, you can reset your sign-in information.

How do I create a new company file in QuickBooks Online? 

You can have multiple companies under your QuickBooks Online account. You’ll need a paid subscription for each company, but you use the same sign-in information for all of them. Here's how to add or create a new company.

Can I subscribe, then change my plan later?

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About tracking inventory in QuickBooks Online

What's the difference between FIFO and average cost inventory methods?

QuickBooks Desktop uses Average Costing to track inventory costing, while QuickBooks Online uses First-In, First-Out (FIFO).

Learn more about the difference between Average Costing vs FIFO and the best way to analyze inventory costs.

How will changing inventory methods impact my business?

QuickBooks Online calculates inventory costs from the inventory start date using FIFO. Any existing transactions on or after this date are also recalculated under FIFO.

Because of this, we recommend choosing an inventory start date using the first day following your company's last tax filing period to avoid filing amended forms.

You'll also need to let the IRS know you've changed your inventory costing method.

Learn more about what you need to do after changing inventory methods.

What do I need to do if I don't bring over my inventory?

If you prefer not to use FIFO or turn on inventory in QuickBooks Online, select No, don't turn on inventory and don't track quantity on hand during the move. This converts all your inventory items to non-inventory items. You may change these settings later. If you do, you'll need to set up new inventory items. We recommend that you reach out to your accountant if you need help with this decision.

Learn more about moving your inventory from QuickBooks Desktop to QuickBooks Online.

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About bank rules in QuickBooks Online

Do bank rules work the same in QuickBooks Online as QuickBooks Desktop?

Bank rules work similarly in QuickBooks Online as they do in QuickBooks Desktop. If you migrated your data from QuickBooks Desktop, learn how bank rules differ in QuickBooks Online.

While bank rules can migrate from QuickBooks Desktop windows, they won’t migrate from QuickBooks Desktop for Mac. You’ll need create new rules in QuickBooks Online.

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