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Move from QuickBooks Desktop to QuickBooks Online

by Intuit•33• Updated a day ago

Learn how to move from QuickBooks Desktop to QuickBooks Online.

When you move from QuickBooks Desktop to QuickBooks Online, you can run your business from any place. It also automates your workflows. You can copy your data with the migration tool in QuickBooks Desktop. You can also use our online tool.

Move to QuickBooks Online

QuickBooks Online is a cloud-based platform that connects every part of your business. It has the flexibility to meet your business needs through continuous improvements:

  • Access from anywhere: Use the mobile app to categorize transactions, send invoices, and track mileage on business trips.
  • Lower your IT costs: Remove the need for local servers, local manual backups, or disruptive manual software updates.
  • Get automated data tracking: Connect your bank and credit card accounts to automatically download, track, and match your daily transactions.
  • Move in an ntegrated ecosystem: Access built-in apps and services like Intuit QuickBooks Workforce, QuickBooks Payments, and time tracking.
  • Create real-time collaboration: Give your team and accountant simultaneous access to your books from different devices.

Check your pre-migration checklist

Set up for success before you use the migration tool. Make sure to check your pre-migration checklist and complete them in your QuickBooks Desktop company file. This gives you a clean copy of the data from your company file.

Make sure your company file is on your hard drive and not on a server or cloud utility. This gives you the best connectivity.

  1. On your keyboard, press F2 or Ctrl1.
  2. The Product Information window appears.
  3. Find the Total Targets, and double-check the info it shows.
    Note: Your file must meet the target threshold  of <4,000,000 for a successful import.
  1. Go to File, then select Utilities.
  2. Select Verify Data.
    Note: Before you verify your data, make sure to close all open windows.
  3. The Verify Data window appears. Select OK to proceed.
  4. The QuickBooks Desktop Information window appears. Select OK.

Make sure that your software is set to single-user mode before you start the export.

  1. Go to File.
  2. Check the user mode of your software.
    Note: When you see Switch to Multi-user Mode, it means the software is in Single-user Mode already.

If you run QuickBooks Desktop Payroll, wait for 2–3 business days after your last payroll run. This is to make sure that all paycheck data transfers over without errors.

Note: Make sure to complete your migration before your next payroll run.

Move your data to QuickBooks Online

Important:

  • Make sure that the creation of your new QuickBooks Online subscription is:
    • within the past 90 days for customers
    • within 180 days for accountants
  • Your QuickBooks Desktop file replaces all data after migration.

Use the self-serve migration tool

You can start the migration within QuickBooks Desktop. When you use this method, your data and transaction files go to your new cloud account.

Get help from your accountant

Your accountant or bookkeeper can help you with the migration. If you have a setup with multiple files, our support team can guide them on escalation steps. This keeps your files safe.

Use desktop app

If you like how desktop programs work, you can download the QuickBooks Online desktop app for Windows or Mac. This app lets you:

  • use standard keyboard shortcuts.
  • open multiple company tabs at the same time.
  • protect your login session.

1  QuickBooks mobile app: QuickBooks Online requires a computer with a supported internet browser (see system requirements) and a high-speed internet connection. The QuickBooks mobile app works with iOS and Android devices, which sell separately. They require a data plan. Not all features are available on mobile apps and browsers. QuickBooks mobile app access comes with your QuickBooks Online subscription at no additional cost. Data access is subject to internet connection, network coverage, and occasional downtime due to system and server maintenance. It can also include events beyond your control. This requires product registration.

2 Security measures: QuickBooks Online uses technical and administrative security measures such as, but not limited to, firewalls, encryption techniques, and authentication procedures. These measures work to maintain the security of your online session and information.

3 Third-party apps: Apps may require a third-party subscription. Third-party applications are available on apps.com. They are subject to additional terms, conditions, and fees.

4 QuickBooks Online requires a computer with a supported browser (see system requirements) and a high-speed internet connection.

5 Multiple users: User numbers vary per plan type.

6 Live insights from your accountant: Invite up to two accounting professionals, such as your accountant or bookkeeper. Once they accept your invitation, they’ll sign up for QuickBooks Online Accountant. This lets them access your data.

7 QuickBooks Online desktop app: The QuickBooks Online desktop app for Windows and Mac requires a Windows or Mac computer with a supported browser (see system requirements) and a high-speed internet connection. The app is available for QuickBooks Desktop migrators with an active QuickBooks Online Simple Start, QuickBooks Online Essentials, QuickBooks Online Plus, or QuickBooks Online Advanced subscription. It lets you sign in to several company files at once using multiple tabs. Access to each company file sells separately. Terms, features, support, and service options may change at any time without notice..

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