New Client - Migrating From Desktop to Online

jerry-BTSAffairs · ‎April 29, 2020

I just signed a new client who recently fired her previous bookkeeper. They were running QB Desktop and I want to integrate them to QB Online.

I've seen some helpful articles and videos for transferring the files when one person or company holds both the desktop and online version. In my case, I will be receiving the desktop files from her old company, opening a new client in QB Online and uploading the files...ideally.

Any advice on how to do this smoothly would be greatly appreciated. Thank you!

AlexV · ‎April 29, 2020

Thanks for joining QuickBooks Community, jerry-BTSAffairs.

Before you migrate the company file from QuickBooks Desktop file to QuickBooks Online, please note that there's a limitation. Because of the feature differences, not all data will be converted. Please check this article for the details: What to expect when you switch from QuickBooks Desktop to QuickBooks Online.

The easiest way is to convert the file directly from QuickBooks Desktop. If you don't have QuickBooks Desktop on your computer, you can install our trial version. Then, ask a copy of a backup file from your client so we can convert it. We just need to follow all the steps in this article to avoid errors: Move your QuickBooks Desktop file to QuickBooks Online.

You can also do this process with your client's QuickBooks Desktop if you don't want to install it.

Once done, please pull up a Profit and Loss report from both versions of QuickBooks and compare them. That way, we can check if the data match.

Post again here if you need more help with this. Have a great day!

View solution in original post

AlexV · ‎April 29, 2020

Thanks for joining QuickBooks Community, jerry-BTSAffairs.

Before you migrate the company file from QuickBooks Desktop file to QuickBooks Online, please note that there's a limitation. Because of the feature differences, not all data will be converted. Please check this article for the details: What to expect when you switch from QuickBooks Desktop to QuickBooks Online.

The easiest way is to convert the file directly from QuickBooks Desktop. If you don't have QuickBooks Desktop on your computer, you can install our trial version. Then, ask a copy of a backup file from your client so we can convert it. We just need to follow all the steps in this article to avoid errors: Move your QuickBooks Desktop file to QuickBooks Online.

You can also do this process with your client's QuickBooks Desktop if you don't want to install it.

Once done, please pull up a Profit and Loss report from both versions of QuickBooks and compare them. That way, we can check if the data match.

Post again here if you need more help with this. Have a great day!

jerry-BTSAffairs · ‎April 30, 2020

Perfect....thank you!

MorganB · ‎April 30, 2020

It's great to see you got the answers you were searching for here in the Community, jerry-BTSAffairs. You know where to come if you ever need assistance again in the future!

CV16 · ‎January 16, 2022

I would like to migrate from QB Desktop to Online. I have a small business and because of staffing shortages, covid 19 etc my present QB's is not up to date. ie Bank reconciliations have not been done for 10 months, AJE's will need to be entered from my accountant for 2020 and 2021, sales have not been input for the last 30 days. Its a bit of a mess. My solution is to migrate to QB online and have my bookkeeper work from home to straighten this all out.

My question is; can i migrate to QB online now with so many outstanding issues or am I creating bigger issues if I do the migration before all adjustments, recs etc are entered into desktop?

Fiat Lux - ASIA · ‎January 16, 2022

@CV16

You don't need to migrate to QBO just to let your accountant update your book. Your accountant can use the QB Desktop Accountant edition to help you. Otherwise, set up a private cloud solution to allow your accountant to access your file over the Internet.

CV16 · ‎January 16, 2022

Thank you for your quick response!

My intention was to move to online so I could integrate with Melio and AutoEntry by sage, trying to simplify my processes.

So question is; can I convert to online from desktop and perform bank reconciliations and adjustments to prior months?

Angelyn_T · ‎January 16, 2022

I appreciate you for getting back, @CV16.

Yes, you can convert from QuickBooks Desktop (QBDT) to QuickBooks Online (QBO) and perform your bank reconciliations and adjustments from there.

Here's how:

Get your desktop file ready.
1. Make sure QuickBooks is up-to-date.
2. Check if your company file isn’t too big to export.
Import your desktop file to QBO.
Make sure that your books match from QBDT to QBO.

I'm adding this article for the detailed instructions while converting your data: Move your QuickBooks Desktop file to QuickBooks Online.

On the other hand, you can find out what data doesn't convert during the process from here: What to expect when you switch from QuickBooks Desktop to QuickBooks Online.

When you're ready to do your reconciliation, use this link as your guide: Reconcile an account in QuickBooks Online.

Additionally, here's how you can make adjustments and changes to your past reconciliations:

If you have any other follow-up questions about the process and your reconciliations, let me know by adding a comment below. I'm more than happy to help. Keep safe!

Fiat Lux - ASIA · ‎January 16, 2022

@CV16 wrote:
My intention was to move to online so I could integrate with Melio and AutoEntry by sage, trying to simplify my processes.

@CV16

Make sure you are migrating data from a supported version (i.e QBD 2019-2022) to QB Online and your Total Targets < 350K.

https://quickbooks.grsm.io/US

https://quickbooks.grsm.io/us-promo

then you can open a separate Melio account to utilize the approval feature with your accountant.

https://melio.grsm.io/quickbooks

UMDJeremy · ‎October 11, 2022

Hello I'm wondering about this same scenario. I have a new client and his old accountant uses QBDT with QB Payroll. I wish to take over and move to QBO.

Do I just get a .qbb file from the old accountant? I presume I need the QBDT login info to get into the file so I can migrate it myself. Is there an easier way?

SashaMC · ‎October 11, 2022

Hello UMDJeremy,

Thank you for chiming in on the thread! My colleague before Angelyn_T shared some valuable steps when it comes to migrating from QuickBooks Desktop to QuickBooks Online. The article she shared includes a video presentation to guide you as you start the process.

Move your QuickBooks Desktop file to QuickBooks Online.

To answer your second question, you would need the file and log information for the QuickBooks File to migrate from desktop to online.

If you develop any issues during this process, don't hesitate to let me know. If you prefer to have some assistance, feel free to call in. Our support team will be happy to guide you on a screen share. Have a good day!

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New Client - Migrating From Desktop to Online