Use the migration tool to move QuickBooks Online data to QuickBooks Desktop

by Intuit •

51 •

Updated 11/5/2026 14:49

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Use the migration tool to export your company data from QuickBooks Online and import it into QuickBooks Desktop.

The migration tool imports your QuickBooks Online data into a new QuickBooks Desktop company file. You download the tool from QuickBooks Online and run it on the computer where QuickBooks Desktop is installed. Some data changes shape or doesn't move. To learn what to expect, go to Lear n what moves from QuickBooks Online to QuickBooks Desktop. If you'd rather not use the tool, you can move your lists and balances by hand instead.

The migration tool doesn't save a backup of your QuickBooks Online data. It creates a data file to import to QuickBooks Deskptop.

If you use Intuit QuickBooks Workforce, only your payroll transactions move. The payroll service doesn’t. After the move, cancel Intuit QuickBooks Workforceand activate QuickBooks Desktop Payroll.

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What you'll need

QuickBooks Desktop installed, activated, and updated to the latest release. If you don't own a license, you can use a QuickBooks Desktop trial.
QuickBooks Desktop open on the same computer where you run the tool. The tool installs on your computer, not in a browser.
Sign-in access to QuickBooks Online as an admin.
A company file within QuickBooks Desktop's list limits. To check the limits, go to Maximum number of list entries.

Move your data

Step 1: Download the migration tool

Sign in to QuickBooks Online.
Go to the Export Overview or qbo.intuit.com/app/exportquickbooksdesktop. Keep this page open in your browser.
Select Get Started, then Download tool.
Open the downloaded file to install the tool, then follow the instructions.

Step 2: Export your QuickBooks Online data

First, request your data. QuickBooks emails you when the file is ready.

On the Prepare to export page, select Continue.
Choose All financial data or All financial data without transactions, then select Continue. Inventory quantities for products and services don't export.
On the Request your data page, select Continue. If you've exported before, select Start Over for a new file or Continue to Download for the last one.
Enter your Name and Email address, then select Continue.
Select Close.

The email message can take a while, depending on how much data you have. When it arrives, download your file.

Go back to the Export Overview page.
On the Prepare to export page, follow the onscreen steps, then select Continue.
On the Exporting from QuickBooks Online page, select Continue to Download, then Download QBXML file.
Save the file to your desktop, then select Continue.

Step 3: Run the migration tool in QuickBooks Desktop

Open QuickBooks Desktop and stay on the No Company Open screen.
Select Help, then QuickBooks Desktop Usage & Analytics Study, then Discontinue.
Open the QuickBooks Desktop migration tool.
Select Browse, find your QBXML file, then select Open and Import.
Choose where to save your new company file, give it a name, then select Save.
When the Certificate window opens, select Yes, but ask me every time, then uncheck Allow application to access personal data.
Select Continue, then Confirm. A percentage meter tracks the import. Large files can take hours.
When the import finishes, select Done.

If the Certificate window doesn’t open, close the tool and QuickBooks. Right-click the migration tool or QuickBooks icon, select Run as administrator, then start again from step 3.

If a QuickBooks Desktop Setup window opens, close it and select Yes to leave setup. You can add your company info later from Company, then My Company.

Check your results

Your QuickBooks Online data is in a new QuickBooks Desktop company file. To make sure it moved correctly, run Profit & Loss and Balance Sheet reports in both products and compare them. Set both reports to Accrual basis. Cash basis reports may not match, even when your data moved correctly.

If your reports don't match

Reports can differ because of what doesn't move. Importing the file again sometimes fixes it.

In QuickBooks Desktop, select File, then Close Company.
Repeat Step 3 to import your QBXML file again.
Run Profit & Loss and Balance Sheet reports again.

If they still don't match, enter adjustments by hand in QuickBooks Desktop.

Need more help?

In QuickBooks Online, select Help to connect with an expert. For hands-on help, hire a QuickBooks Solution Provider or ProAdvisor to convert your data for a fee. Intuit doesn't endorse third-party export apps. If you try one, make sure it fits your business, and expect a cost.