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Move your QuickBooks Online data to QuickBooks Desktop

by Intuit Updated 4 hours ago

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

The migration tool helps you seamlessly transfer all your financial data and transactions from QuickBooks Online to QuickBooks Desktop. Get a better understanding of what data is exported and what isn't from QuickBooks Online.

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

Step 1: Download the migration tool in QuickBooks Online

The migration tool helps you move your data from QuickBooks Online to QuickBooks Desktop.

  1. Sign in to QuickBooks Online.
  2. Enter the link (https://app.qbo.intuit.com/app/exportqbodatatoqbdt) manually or copy and paste it on your browser.
    Note: On the Export Overview page, you can see the steps for migration from QuickBooks Online to QuickBooks Desktop. You can take notes or print a copy as a guide.
  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

The export process prepares and requests your QuickBooks Online data for transfer.

  1. On Step 1: Prepare to export page, select Continue.
  2. Select the QuickBooks Online data you want to export, then select Continue.
    • All financial transactions - Data includes lists, balances, and transactions (Including customers, vendors, accounts, sales receipts, invoices, checks, and deposits).
    • All financial data without transactions - Data includes lists, balances, products, and services.
      Note: For products and services, quantity on hand isn't exported.
  3. On Step 3: Request your data page, select Continue.
  4. Enter the contact information 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. You may check your QuickBooks Online home page for a posted message or activity.
  6. Sign in to QuickBooks Online. Then, enter the link (https://app.qbo.intuit.com/app/exportqbodatatoqbdt) manually, or copy and paste it on your browser.
  7. On Step 1: Prepare to export page, follow the on-screen instructions for online migration. Then, select Continue.
  8. On 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

Use the QuickBooks Desktop migration tool to import the downloaded QBXML file to a desktop file.

  1. In QuickBooks Desktop, open the No Company Open screen. If a company file is open, go to File and select Close company.
  2. Open your downloaded QuickBooks Desktop migration tool.
  3. Browse your downloaded QBXML file, then select Import.
  4. Select the target folder and create a name for your new QuickBooks Desktop file. Then, select Save.
  5. Select the access for QuickBooks - Application Certificate. Then, select Yes to confirm data transfer.
    Tip: Check other hidden windows or screens for the certificate if you don’t see it.
  6. Select Continue, then select Done to confirm.
  7. Select Done once data is moved.

Note: It may take time for this process to finish, and the progress bar may appear frozen. Give it a few minutes to move. If it doesn't locate the application certificate.

Check QuickBooks Desktop for an Application Certificate

  1. In your Windows Taskbar, select the QuickBooks Desktop icon to open it. The application certificate will appear.
  2. In the application certificate, select Yes, prompt each time.
  3. Select Continue, then Done on the confirmation screen.

You can learn more about using our QuickBooks Desktop Migration Tool.

Step 4: Check if the data exported matches your reports

Run a profit and loss report in QuickBooks Online and QuickBooks Desktop to compare your books after data is exported.

Note: Run an annual basis in QuickBooks Online and QuickBooks Desktop when you compare and match your reports.

Reports often mismatch because of export limitations and the use of unsupported versions of Internet Explorer.

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

Note: If you wish to discontinue using QuickBooks Online, you have the option to cancel your subscription.

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