Using the migration tool to move data from QuickBooks Online to QuickBooks Desktop

If you're interested in support any time, any day, consider upgrading to QuickBooks Online Advanced.

Use the migration tool to export your company file from QuickBooks Online and import it into QuickBooks Desktop. You must download the tool via the Export Overview page in QuickBooks Online while QuickBooks Desktop is installed and open on your computer.

The QuickBooks design has been updated! If this video doesn't match what you see in QuickBooks, use the in-app Search bar to navigate to the page you need.

Prerequisites

Before you begin, ensure you have downloaded QuickBooks Desktop. You need to have it open when you move your data.

For details on how specific data converts, refer to our support article Learn how data moves from QuickBooks Online to QuickBooks Desktop.

Download the migration tool in QuickBooks Online

1. Sign in to QuickBooks Online.
2. Go to the Export Overview page.
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 of the license agreement, then select Next.
7. Select Install, then select Finish.

Export your QuickBooks Online data

1. On the Prepare to export page, select Continue.
2. Select the QuickBooks Online data you want to export, then select Continue.
   
   Note: You can either choose All financial data or All financial data without transactions. Inventory isn't exported for products and services.
   
3. On the Request your data page, select Continue.
4. Fill 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 you want to migrate.
   
6. Check your QuickBooks Online homepage for updates.
7. Go to the Export Overview page.
8. On the Prepare to export page, follow the instructions for online migration, then select Continue.
9. On the Exporting from QuickBooks Online page, select Continue to Download, then select Download QBXML file.
10. Save the file to your desktop, then select Continue.

Run the QuickBooks Desktop migration tool

1. Open QuickBooks Desktop and remain on the No Company Open screen.
2. Open the QuickBooks Desktop migration tool.
3. Select Browse, then navigate to your downloaded QBXML file.
4. Select your QBXML file, then select Open.
5. Select Import.
6. Enter a Name, then Save your file.
7. Choose a save option, give your file a name, then select Save.
8. After a few moments, a Certificate window will display. This allows you to grant permissions for the migration.
   
   Note: If the Migration Tool is unable to connect to QuickBooks Desktop and the Certificate window fails to appear, run either the Migration Tool or the QuickBooks software as Administrator (right-click the Program icon, then select Run as Administrator).
   
9. Select Yes, Always, then check the box Allow application to access personal data.
10. Select Continue.
11. Select Confirm. A window displays with a percentage meter to show the import process.
    
    Note: The completion time depends on the amount of data you’re working with. Large migrations may take hours to complete.
    
12. Once the migration is complete, select Done.

For more information about this tool, review our Desktop migration tool FAQs.

Verify exported data matches

After you export your data, run a profit and loss report in QuickBooks Online and QuickBooks Desktop to compare your books.

Note: Run reports on accrual basis in QuickBooks Online and QuickBooks Desktop to match and compare them.

Troubleshooting unmatched reports

Reports may not match because of export limitations or the use of unsupported versions of Internet Explorer. In some cases, exporting your file and running reports again can resolve this issue.

1. In QuickBooks Desktop, select File.
2. Select Close company.
3. Repeat the steps to run the QuickBooks Desktop migration tool to import your file again.
4. Run the profit and loss reports again.

If your reports still don’t match, enter manual adjustments for QuickBooks Online and QuickBooks Desktop.

Next steps

• You can get started with QuickBooks Desktop.