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Learn how data moves from QuickBooks Online to QuickBooks Desktop

by Intuit•24• Updated 2 months ago

Learn how features and data move from QuickBooks Online to QuickBooks Desktop.

If you plan to move from QuickBooks Online to QuickBooks Desktop, there might be differences in how your books appear. We’ll show you what features and data move, and those that don’t. This helps you decide which QuickBooks version works best for your business.

Note: Before you move, make sure you have the latest version of QuickBooks Desktop. You can also download a trial version.

Find out what features and data move from QuickBooks Online to QuickBooks Desktop

Moves to QuickBooks DesktopDoesn’t move to QuickBooks Desktop
Multi-currency

Note: Multi-currency transactions don’t copy into QuickBooks Desktop. Non-United States Dollars (USD) transactions in QuickBooks Online will copy into QuickBooks Desktop as USD.
Payroll

Note: Sign up for QuickBooks Desktop Payroll or set up manual payroll without a subscription to create paychecks in QuickBooks Desktop.
Reconcile

• All reconciled transactions will have a bold check mark in the Cleared column in QuickBooks Desktop.
• All cleared transactions will have a light check mark in the Cleared column in QuickBooks Desktop.
Sales Tax

• Sales tax will be listed as line items in QuickBooks Desktop.
• Sales tax items and rates move as service items.		Note: Sales tax payments and adjustments won’t move.
Projects

Projects will move as Customer Jobs in QuickBooks Desktop.

QuickBooks Desktop has list and field limits, as well as character limitations. When lists or fields exceed these limits, they're shortened.

Moves to QuickBooks DesktopDoesn’t move to QuickBooks Desktop
Chart of Accounts

• Account detail types don't move to QuickBooks Desktop.
• Account numbers only appear if you turn on the account number preference.
• Deleted accounts move as inactive accounts without account numbers.		Note: Inventory Shrinkage account won’t move to QuickBooks Desktop.
Class List

Note: Deleted classes move as inactive classes in QuickBooks Desktop.
Customers

Note: Deleted customers move as inactive customers in QuickBooks Desktop.		Note: The following customer info won’t move to QuickBooks Desktop:

• Your customers’ credit card info doesn't move due to PCI compliance.
• Customer notes
• Preferred delivery method
• Mobile and/or pager number
• Is Taxable
Vendors

Note: Edit and remove the 1099 vendor status in QuickBooks Online before you move your books.

Deleted vendors move as inactive vendors in QuickBooks Desktop.		Note: The following vendor info won’t move to QuickBooks Desktop:

• Vendor notes
• Mobile and/or pager number
Employees

Deleted employees move as inactive employees in QuickBooks Desktop.		Note: Employee notes won’t move to QuickBooks Desktop.
Other lists

The following lists don’t exist in QuickBooks Online. These show as general items in QuickBooks Desktop:

• Customer type
• Vendor type
• Job type
• Memorized reports
• Other names
• Payroll item
• Price level
• Sales rep
• Ship via
• Templates
• To do
Payment Method List
Terms

Note: The payment terms you set for your customers or vendors won’t move to QuickBooks Desktop.
Moves to QuickBooks DesktopDoesn’t move to QuickBooks Desktop
Bundles

Note: Your product and service bundles in QuickBooks Online won’t move to QuickBooks Desktop.
Inventory

• Inventory asset account
• Cost of goods sold account
• Purchase account
• Sales account
• Quantity (QTY) on hand
• Asset values

Note: QuickBooks Online and QuickBooks Desktop have different calculation methods. Make sure to check the Cost of Goods Sold and Inventory asset accounts after you move.
Categories

• Categories move as Parent items in QuickBooks Desktop.
• Categories will become the same item type as the Products and Services listed under them in QuickBooks Online.

The following won’t move to QuickBooks Desktop:

  • Company info
  • User preferences
  • Location lists

Accrual basis reports in QuickBooks Online will match your reports in QuickBooks Desktop. Cash basis reports might not match.

Moves to QuickBooks DesktopDoesn’t move to QuickBooks Desktop
Audit log reports
Reconciliation reports
Memorized reports
Moves to QuickBooks DesktopDoesn't move to QuickBooks Desktop
Cash purchases

Note: Cash purchases move as checks in QuickBooks Desktop.		• Estimates
• Purchase orders
• Recurring transactions
Time tracking

Note: All time activities will move except locations. QuickBooks Desktop doesn’t track locations.		Physical timesheets won’t move to QuickBooks Desktop.
Checks

Note: If your checks in QuickBooks Online don’t have numbers, QuickBooks Desktop automatically assigns them when you move.
Credit memos
Sales receipts
Received payments
Bills
Bill payments
Invoices
Refund receipts
General journal entries

Note: Transactions with multiple accounts receivable or accounts payable lines move to multiple journal entries.
DepositsNote: The billable status on deposits in QuickBooks Online won’t show in QuickBooks Desktop.
Transfer funds

Note: Transfer funds transactions move as journal entries in QuickBooks Desktop.
Paychecks

Note: Paychecks move as checks in QuickBooks Desktop.
Liability adjustments
Inventory adjustments
Credit card payments
QuickBooks Online AdvancedQuickBooks Online EssentialsQuickBooks Online PlusQuickBooks Online Simple Start

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