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Move your QuickBooks Desktop file to QuickBooks Online

by Intuit•111• Updated 1 week ago

Learn how to import your QuickBooks Desktop company file into QuickBooks Online.

Find out how to prepare and move your company file to QuickBooks Online. Be familiar with the basics of QBO and enjoy a more flexible, secure, and up-to-date platform for your books. Check out all the benefits you get when you move to QuickBooks Online.

Need help finding the right solutions for your unique business needs, call our sales consultants at 800-730-0605.

Note: Contact QuickBooks Time support if you have it integrated with your QuickBooks Desktop account. Do this to integrate it with your new QuickBooks Online account.

Watch or follow the steps to get it done:

To watch more how-to videos, visit our video section.

Note: You have 60 days from the time you create your QuickBooks Online account to move your data. If you’re not sure how old your company is, sign in to QuickBooks Online. Then, refresh this page for personalized info.

Important: Make sure QuickBooks is up-to-date

  1. In QuickBooks, press F2 (or Ctrl+1) to open the Product Information window.
  2. Check your current version and release. You’ll have greater success if you have the following QuickBooks versions and releases or higher: 2019 R17, 2020 R15, 2021 R10, and 2022 R5.
  • Make sure your company file isn’t too big to export.
    • The total targets need to be less than 750,000 for it to be converted to QuickBooks Online. Press Ctrl+1 on your keyboard to check. If it’s more than said number, you have the option to either import lists and balances into QBO or start fresh.
    • Learn what does and doesn’t move to QuickBooks online.
  • Print a copy of your Sales Tax Liability report. You'll need it to enter adjustment entries after your move.
    1. Go to Reports, then select Vendors & Payables. Select Sales Tax Liability.
    2. From the Dates▼ dropdown, select All.
    3. From the Print▼ dropdown, select Save as PDF.
    4. Choose the folder you want to save it in, name the file, and select Save.
  • If you use QuickBooks Desktop Payroll:
    1. Make sure to terminate or deactivate any employees that are no longer working for you and haven't been paid in the current year.
    2. Make sure to wait 2-3 days after you've run payroll to move your data. This will insure all your paycheck info transfers over to QuickBooks Online. Then make sure to move your data before your next payroll.

Note: If your QuickBooks version is 2020 or older, you can move your data to QuickBooks Online with an online tool.

Step 1: Update QuickBooks Desktop

Make sure QuickBooks Desktop is up-to-date before you begin to copy your data to QuickBooks Online. Download and install the latest updates for QuickBooks Desktop.

Step 2: Backup your company file

Before you make any changes, make sure you backup your QuickBooks Desktop company file.

Step 3: Verify and rebuild your company data

We want to make sure you have a smooth transition. Make sure you Verify and Rebuild Data in QuickBooks Desktop before you make the switch to QuickBooks Online.

Step 4: Copy your company file to QuickBooks Online

  1. Sign in as an admin.
  2. Go to Company, then select Export Your Company File to QuickBooks Online.
  3. Select Get started.
  4. Sign in as an admin to your QuickBooks Online company.
  5. Select Choose online company, and choose the company you want to replace with your company file.
  6. Select Continue.
  7. If you track inventory in QuickBooks Desktop:

Note: If you already have data in a QuickBooks Online account, QuickBooks will ask if you want to replace the existing data.

  1. Enter Agree in the text field, then select Replace.
  2. Select Yes, go ahead and replace the data, then select Replace.

Step 1: Update QuickBooks Desktop

Make sure QuickBooks Desktop is up-to-date before you begin to copy your data to QuickBooks Online. Download and install the latest updates for QuickBooks Desktop.

Step 2: Backup your company file

Before you make any changes, make sure you backup your QuickBooks Desktop company file.

Step 3: Verify and rebuild your company data

We want to make sure you have a smooth transition. Make sure you Verify and Rebuild Data in QuickBooks Desktop before you make the switch to QuickBooks Online.

Step 4: Copy your company file to QuickBooks Online

If you use advanced features (such as advanced reporting and advanced inventory), start fresh so that all your data will move to QuickBooks Online. If you want to use these features in Enterprise, learn about cloud-enabled QuickBooks Desktop Enterprise.

  1. Sign in as an admin to the desktop company file you want to move.
  2. On your keyboard, press Ctrl + 1 to open the Product Information window.
  3. Press Ctrl + B + Q, then select OK to display the export window, then select Get started.
  4. Sign in as an admin to your QuickBooks Online company.
  5. Select Choose online company, then select the company you want to replace with your company file, then select Continue.
  6. If you track inventory in QuickBooks Desktop:

Note: If you already have data in a QuickBooks Online account, QuickBooks will ask if you want to replace the existing data.

  1. Enter Agree in the text field, then select Replace.
  2. Select Yes, go ahead and replace the data, then select Replace.

You can move your QuickBooks Desktop for Mac file to QuickBooks Online. If you encounter issues during the transfer, contact QuickBooks Desktop support for help.

Learn what to do after converting from QuickBooks Desktop for Windows or Mac to QuickBooks Online.

You can also watch this webinar:

To watch more how-to videos, visit our video section.

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

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