Converting From QB Desktop Pro to Online: Is it Possible to move Attachments??

@SallyA1,

You already know the short answer... that is NO.

We have assisted clients with migrating attachments and we can help.

Let us know if you would like to learn more about our service.

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Moving your QuickBooks Desktop attachments to the online version is a great functionality, Sally.

When migrating your desktop file to QuickBooks Online, there are some data that can't be moved. One example of such is attachment.

I understand how important it is to move all your attachments. As a workaround, I recommend looking for a third-party converter to help you migrate them.

You can also send a feature request directly to our Product Development team. This is crucial for continuous improvement, bug resolution, feature enhancements, and ensuring user satisfaction. Your feedback plays a valuable role in shaping the future of the software.

I've also added this article to guide you on importing your QuickBooks Desktop company file to QuickBooks Online: Migrate Data.

Once everything is all set, you can start setting up QuickBooks Online to do things efficiently and keep your books running smoothly. I've added these articles to help you throughout the process:

• Get Started with QuickBooks
• Tutorials to Learn your Way around QuickBooks

We want to ensure the migration process is seamless. You can always keep us posted if you have other questions or need additional assistance. We'd be glad to help you out.

@SallyA1 

You can purchase a 3rd party service to convert data with attachments to QBO. However I would recommend storing your historical data in QB Desktop to lower your conversion costs. If you use QBD Pro Plus, you can use the trial version of QBD to access your historical data for good. You may just need to run the Condense Data utility and convert the current fiscal year to QBO.

We are facing the same issue.  Converted to QBO - but have thousands of attachments buried in the file structure built by QBD.  I understand that Intuit does not bring the attachments forward into QBO.

Is there a way to find sufficient data about the converted transaction to search for the file folder where the document exists or search for the documents name?

Any help would be appreciated.

Hello there, @Mdg1376. I'll share details and some workaround that you can use to move your attachments into QuickBooks Online (QBO). 

Currently, the option to find the data containing the converted transactions from QuickBooks Desktop (QBDT) to QBO is unavailable. I know how this benefits you to easily record your company information in the new program. No worries, I know a way how you can get the attachments. 

While the program doesn't offer this feature yet, you can open the Attach folder to locate the document you want to add to your QBO account as a workaround. The folder is stored in the same location as the QBDT company file. You can read this article for reference: QuickBooks Document Center: FAQs and common issues.

After that, you can now add the attachments to your customers and vendor's profiles or to your transactions. For detailed steps, check out this link: Add or delete attachments in QuickBooks Online. 

Once everything is set, you can use this page as a guide in setting up your QBO company file: Get started and adjust settings after you sign up for QuickBooks Online.

If you have any other concerns or questions about migrating data from your QuickBooks software, please drop a reply below. I'd be willing to provide prompt assistance. 

DivinaMercy_N - Thank you for your response.  My Attach folder has 31,198 files in 22,477 folders (see attached screenshot).   How does Intuit suggest that I find a particular file to add to a particular transaction in QBO?

I have access to all of the files in the Attach folder - however I cannot determine how to actually find the document associated with any particular transaction.

Thanks for getting back with the Community, Mdg1376. I appreciate your screenshot.

To find a particular file in your Attach folder, you'll need to search for it. You can use the Search bar in the top-right of your File Explorer to search by a file's name.

Additionally, you can sort a folder's files by things such as date modified, date created, name, size, etc. This can be done by right-clicking inside the folder and moving your cursor over Sort by. After doing so, you'll see options to sort files by.

If you'd prefer to have more options to sort by, you can select More... to enable additional sorting options.
 

You can also have the listing order displayed in ascending or descending order.
 

You'll additionally be able to find many detailed resources about using QuickBooks in our help article archives.

I'll be here to help if there's any questions. Have an awesome day!

@Mdg1376 

Which QB Desktop year version do you have?

ZackE,

While I appreciate the primer on Microsoft's File Explorer, I am really looking for a useful bridge to/from transactions to the file folders that were created by QBD.  Over the past ten years as we accumulated many thousands of file attachments, we did not give all of them searchable filenames.

For example - the folder named "800BF8A1-1596644987" - How was that folder name created by Intuit?  Is there useful information in that name that can be decoded to bridge to/from a transaction with an attached document in that folder?

Certainly, Intuit's developers/engineers understand the code they developed and provide some information on this topic.

Thank you.

Let me jump into this thread and some a few information about file names created in QuickBooks, Mdg.

File attachments can come in any form, such as images, documents, or programs. Normally, all file systems supported by Windows use the concept of files and directories to access data stored on a device. If you're using Windows, all file systems follow the same general naming conventions for an individual file. 

While the topic is very technical to explain, I recommend reaching out to an IT guy to guide you on how the folder name was created. They are more knowledgeable when it comes to systems and networks, more skills on data analysis that include file names. 

You may want to rename a folder in File Explorer. Press WINDOWS+E to open File Explorer, then locate the folder or file you want to rename. Press ALT+H to access the Home tab on the ribbon, then R to execute the Rename command. Press ENTER to save the new name and exit edit mode.

Furthermore, learn how QuickBooks Desktop uses different types of files to store different types of data. I've added this article for more information: File Types And Extensions Used By QuickBooks Desktop.

Let me know if you have any questions about file names and folders. I'm always one post away if you need further assistance. The Community is always right here to help you all the time.

Hello @Mdg1376,

Re: How was that folder name created by Intuit?

I will start by saying that your request is very valid and there is a straightforward answer to this, though quite a technical one:

Every transaction in the QB database is assigned a unique Internal ID. This ID is not visible within the QB software and is only accessible through external apps communicating through the QB SDK language/connection.

The attachment folders relate directly to the Internal ID.

In your example ("800BF8A1-1596644987"), "BF8A1-1596644987" is the ID and "800" is an additional prefix to all folders.

To find the ID for the transactions, you would have to use an external app.

'SaasAnt' and 'Transaction Pro Exporter' are best for users not very technical.

We can go into more detail if needed.

Let us know if this makes a difference.

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Want to discuss in detail? Get in touch.

Get your QuickBooks Cheat Sheet.

Thank you.  This is helpful information.  Are the internal IDs maintained when the transaction was converted from QBD to QBO?

@Mdg1376,

Re: Are the internal IDs maintained

No, they are not. QBO assigns brand-new IDs.

Plus, QBO uses a different style for naming the attachment folders.

Folder names would have the Transaction Type, Reference Number (i.e. invoice #), Name, and Amount.

Wow.  With that information it feels like my organization is still going to be stuck without good access to thousands of supporting documents that we attached to our QBD file over the past 10 years.

Am I a correct to understand that Intuit made a specific decision to leave organizations like mine exposed to future audits without access to our underlying documents?  Also - without specifically warning organizations like mine of this material gap in functionality?

@Mdg1376 

You can buy a 3rd party service to convert data with attachments to QBO. If you are using a subscription license of QB Desktop and you don't mind to use the trial version, you can use it for good to access your historical data any time.

Hello - has anyone had experience with the attachment migration service Fourlane started offering?
Received this http://eepurl.com/iKVeSs the other day, had a consultation, and ready to go for it.

Been waiting 5 years for a service to help migrate 8k+ attachments.

Would love to hear anything about this service or the company anyone has to offer.
Much appreciated.
Keith

@EWD-LLC 

They said the fee for this service is usually around $5,500 + tax. Unless they lower the cost, it's too much.

We have better options to recommend:

1. Purchase a 3rd party service to convert data with attachment starting from $1,500, OR

2. Use the trial version of QB Desktop to access your historical data with attachments for good. You don't need to migrate the attachments data to QB Online.