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Move your QuickBooks Desktop file to QuickBooks Online

SOLVEDby QuickBooksQuickBooks Enterprise Suite732Updated 1 week ago

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

No need to start over again—just move your desktop file to a QuickBooks Online company. Watch or follow the steps to get it done:

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

Find out how to move your QuickBooks for Mac file to QuickBooks Online.

Step 1: Get your desktop file ready

Note: You have 60 days from the time you create your QuickBooks Online account to move your data.

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.
  1. Make sure QuickBooks is up-to-date.
  2. To make sure your Total Targets is less than 750,000, press Ctrl 1 on your keyboard.

Note: If the file exceeds the target limit (750,000) it can't be converted to QuickBooks Online. The only option is, you can only import lists and balances into QuickBooks Online or start fresh.

  1. Print a copy of your Sales Tax Liability report. You'll need it to enter adjustment entries after your move.
    1. Go to the Reports menu, then select Vendors & Payables. Select Sales Tax Liability.
    2. From the Dates▼ dropdown, select All.
    3. At the top, from the Print▼ dropdown, select Save as PDF.
    4. Choose the folder you want to save it in, name the file, and select Save.

Step 2: Move your QuickBooks Desktop file to QuickBooks Online

Note: If you're QuickBooks version is 2018 or older, use the QuickBooks Desktop file restoration tool to upgrade your file. You can then move your data to QuickBooks Online.

Note: If you use an older version of QuickBooks Desktop or you don't have access to QuickBooks Desktop, install a trial version of QuickBooks 2021 and open your company file.

QuickBooks Desktop Pro or Premier

  1. Sign in as an admin to the company file you need to import.
  2. Go to Company, then select Export Company File to QuickBooks Online.
  3. Select Start your export.
  4. Sign in as an admin to your QuickBooks Online company.
  5. Select Choose online company, and choose the QuickBooks Online company you want to replace with your company file.
  6. Select Continue.
  7. If you track inventory in QuickBooks Desktop:
  8. Enter Agree in the text field, then select Replace.
  9. Select Yes, go ahead and replace the data, then select Replace.

QuickBooks Desktop Enterprise

Note: If you use advanced features (such as advanced reporting and advanced inventory), we recommend starting fresh because some of your data won't move to QuickBooks Online. If you want to keep using 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.
  4. On the export window, select Get started.
  5. Sign in as an admin to your QuickBooks Online company.
  6. Select Choose online company, then select the QuickBooks Online company you want to replace with your company file.
  7. Select Continue.
  8. If you track inventory in QuickBooks Desktop:
  9. Enter “Agree” in the text field, then select Replace.
  10. Select Yes, go ahead and replace the data, then select Replace.

Step 3: Get ready to use QuickBooks Online

Check out What to do after converting from QuickBooks Desktop for Windows or Mac to QuickBooks Online.

With your company all set up, let's get you started with QuickBooks Online.

You can also watch this webinar:

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

For more resources, check out our Getting Started guide.

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