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Move data from QuickBooks Online to QuickBooks Desktop

by Intuit Updated 3 weeks ago

Learn how to move your data from QuickBooks Online to QuickBooks Desktop for Windows.

Transfer all your data and transactions from QuickBooks Online to QuickBooks Desktop with the help of the migration tool. Learn how to download and use it here.

Note: Know what data gets exported and what doesn’t from QuickBooks Online.

Important: If you haven't yet, download QuickBooks Desktop. Make sure to leave it  open when you move your data.

Step 1: Download the migration tool in QuickBooks Online

  1. Sign in to QuickBooks Online.
  2. Go to the Export Overview page.
  3. Select Get Started.
  4. Select Download tool.
    Note: Keep this page open on your browser.
  5. Install the migration tool, then select Next.
  6. Read and accept the terms in the license agreement, then select Next.
  7. Select Install, then select Finish.

Step 2: Export your QuickBooks Online data

  1. In the Step 1: Prepare to export page, select Continue.
  2. Select the QuickBooks Online data you want to export, then select Continue.
    Note: You can either choose All financial data or All financial data without transactions. For products and services, quantity on hand isn't exported.
  3. In the Step 3: Request your data page, select Continue.
  4. Fill in the Name and Email address fields, then select Continue.
  5. Select Close.
    Note: Email confirmation may take time depending on the amount of data to migrate. Check your QuickBooks Online home page for updates.
  6. Go to the Export Overview page.
  7. In the Step 1: Prepare to export page, follow the instructions for online migration. Then, select Continue.
  8. In the Exporting from QuickBooks Online page, select Continue to Download, then select Download QBXML file.
  9. Save the file to your desktop, then select Continue.

Step 3: Run the QuickBooks Desktop migration tool

  1. In the QuickBooks Desktop Migration tool, select Browse, select your QBXML file, then select Open.
  2. Open QuickBooks Desktop. In the No Company Open screen, select Create a new company.
  3. In the What does creating a company file require? screen, select For myself, then select Start Setup.
  4. In the sign in screen, go to the Sign in Later ▼dropdown, then select in 2 days. Select OK.
  5. In the migration tool, select Import. Choose the location of the file and name the file. Select Save.
  6. In the application certificate, select Yes, always allow access even if QuickBooks is not running. Select Yes. Select Continue, then select Done.
  7. In the Update Business Info screen, fill out the fields then select Save, select Sign in now, then select Start Working.
  8. In the Intuit Account menu, select Admin, enter your email address, then select Continue.
  9. In the Sign In Later ▼ dropdown, select In 2 Days, then select OK. Wait for the importing to finish, then select Done.

Step 4: Check if the data exported matches

After you export your data, run a profit and loss report in QuickBooks Online and QuickBooks Desktop to compare your books.

Note: Run reports on accrual basis in QuickBooks Online and QuickBooks Desktop to match and compare them.

Reports may not match because of export limitations and the use of unsupported versions of Internet Explorer.

  1. In QuickBooks Desktop, select File. Then, select Close company.
  2. Repeat Step 3 to import your file again.
    Tip: In some cases, exporting your file again can resolve this issue.
  3. Run the profit and loss reports again.
  4. Note: If they still don’t match, enter manual adjustments for QuickBooks Online and QuickBooks Desktop.

Note: You can cancel your QuickBooks Online subscription if needed.

Frequently asked questions about the QuickBooks migration tool

QuickBooks Desktop Accountant PlusQuickBooks Desktop PremierQuickBooks Desktop ProQuickBooks Enterprise Accountant QuickBooks Enterprise DiamondQuickBooks Enterprise GoldQuickBooks Enterprise PlatinumQuickBooks Online AdvancedQuickBooks Online EssentialsQuickBooks Online PlusQuickBooks Online Simple Start

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