Move your QuickBooks Desktop file to QuickBooks Online

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.

1. Make sure QuickBooks is up-to-date.
2. Mark any customers, vendors or accounts that are no longer in use, as inactive. This will streamline the data that’s moved to Online and prevent data issues.
3. Delete or void, unbilled charges and unbilled time associated with inactive accounts, customers, vendors or employees. To delete unbilled charges, Go to Vendors then select Bills.
4. Make sure your company file isn’t too big to export.
   1. Each transaction in your file has links or targets to every other entry related to it. For example, an invoice has a target for the customer and each item, account, estimate, sales tax, and payment it touches.
   2. Total targets need to be less than 750,000 for data to move to QuickBooks Online. Press Ctrl+1 or F2 on your keyboard to check. If you’re over 750,000 targets, you can try to condense your data. You can also enter your customer opening balances in a new QuickBooks Online file.
   3. Learn what does and doesn’t move to QuickBooks online.
5. Print a copy of your sales tax liability report. You'll need it to enter adjustments after your move.
   1. Go to Reports, then select Vendors & Payables. 
   2. Select Sales Tax Liability.
   3. From the Dates ▼ dropdown, select All.
   4. From the Print ▼ dropdown, select Save as PDF.
   5. Choose the folder you want to save it in, name the file, and then select Save.
6. If you use online banking or import bank transactions
   1. Make sure to categorize and reconcile bank and credit card statements/transactions, go to Banking select Bank Feeds then Bank Feeds Center.
7. If you use QuickBooks Desktop Payroll:
   1.  Terminate or deactivate any employees that no longer work for you and haven't been paid in the current year.
   2. Make sure that Employee profile information (first, last name, SSN, Date of Birth, Hire Date and Address) are available and updated for all active employees.
   3. Wait 2–3 days after you've run payroll to move your data. This will help ensure all your paycheck info transfers over to QuickBooks Online. Then, move your data before your next payroll.
8. If you use QuickBooks Desktop Payments:
   1. Your QuickBooks Online Account Admin email must have Admin level permissions on the QuickBooks Desktop Intuit account, for your QuickBooks Payments subscription to be moved to Online. See how you can provide the right permissions.
9. If you use QuickBooks Time, contact us for help setting up your account in QuickBooks Online.

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

1. Download and install the latest updates for QuickBooks Desktop before you copy your data to QuickBooks Online.
2. Before you make any changes, backup your QuickBooks Desktop company file.
3. Verify and rebuild data in QuickBooks Desktop before you switch to QuickBooks Online.
4. Copy your company file to QuickBooks Online:
   1. Sign in as an admin in QuickBooks Desktop.
   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 compan.
   5. Select the company you want to replace with your company file.
   6. Select Continue, then select Export.
   7. If you track inventory in QuickBooks Desktop:
      1. Select Yes to bring them over, then enter the as-of date.
         Note: Use the first day after your last tax filing period as your inventory start date.
      2. Select No if you want to set up new items later in QuickBooks Online.
      3. Note: If you already have data in a QuickBooks Online account, QuickBooks will ask if you want to replace the existing data.
5. Enter Agree in the text field, then select Replace.
6. Select Yes, go ahead and replace the data, then select Replace.

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

1. Connect your bank or credit card account.
2. Create and send invoices to your customer.
   Note: If you track sales tax, set up location-based sales tax in QuickBooks first.
3. Track your bills and learn how to pay them in QuickBooks.
4. If you use payroll, follow this guide to set up and run your payroll in QuickBooks Online.
   Note: To view this, you'll need to sign in to QuickBooks Online.
5. Get started with QuickBooks Online.