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Intuit
71 helpful votes

Move your QuickBooks Desktop file to QuickBooks Online

Learn how to import your QuickBooks for Windows company file to QuickBooks Online.

We also have a video tutorial for exporting your Desktop company file:

No need to start over again—just convert your desktop file to a QuickBooks Online company, and you’re done. Watch our video tutorial or follow the steps below to get it done:

Moving from QuickBooks for Mac? See How to move your QuickBooks for Mac file to QuickBooks Online.

Step 1: Get your desktop file ready

Note:
  • You can only move a company file within 60 days after signing up to QuickBooks Online.
  • We recommend moving over your lists instead of your company file if you already set up payroll in QuickBooks Online.
  • Some of your lists and reports won't be converted because of feature differences.
  1. Make sure QuickBooks is up-to-date.
  2. Check if your company file isn’t too big to export.
  3. Print a copy of your Sales Tax Liability report. You'll need it to enter adjustment entries after your move.
    1. Go to the Reports menu, then select Vendors & Payables. Select Sales Tax Liability.
    2. From the Dates▼drop-down, select All.
    3. At the top, from the Print▼drop-down, select Save as PDF.
    4. Choose the folder you want to save it in, name the file, and select Save.

Step 2: Import your desktop file to QuickBooks Online

Note: You need to use a trial version to convert your file if you’re using a version older than 2016.

QuickBooks Desktop Pro or Premier

  1. Log in as an admin to the company file you need to import.
  2. Go to the Company menu, then select Export Company File to QuickBooks Online.
  3. Select Start your export.
  4. Sign in as an admin to your QuickBooks Online company.
  5. If you track inventory in QuickBooks Desktop:
    Note: Only QuickBooks Online Plus and Advanced can track inventory. Both plans use the FIFO method.
  6. Select the Choose online company▼drop-down, and choose the QuickBooks Online company you want to be replaced by your company file.
  7. Select Continue.
  8. Enter “Agree” in the text field, then select Replace.
  9. Select Yes, go ahead and replace the data, then select Replace.

QuickBooks Desktop Enterprise

Do you use Enterprise's advanced features?

If you use advanced features (such as advanced reporting and advanced inventory), we recommend starting fresh. If you convert your company file, some of your data won't be converted.

If you want to keep using these features in Enterprise, learn about cloud-enabled QuickBooks Desktop Enterprise. Or switch to QuickBooks Online Advanced instead, which has powerful tools like smart reporting and accelerated invoicing.

Deep dive into QuickBooks Online Advanced features using our test company.

  1. Log in as an admin to the company file you want to import.
  2. On your keyboard, press Ctrl+1 to open the Product Information window, then press Ctrl+B+Q.
  3. Select Start your export.
  4. Sign in as an admin to your QuickBooks Online company.
  5. If you track inventory in QuickBooks Desktop:
  6. Select the Choose online company ▼drop-down, and choose the QuickBooks Online company you want to be replaced by your company file.
  7. Select Continue.
  8. Enter “Agree” in the text field, then select Replace.
  9. Select Yes, go ahead and replace the data, then select Replace.

 

Did you get an error? Check out how you can fix them so you can get back to moving to QuickBooks Online.

What's next?

With your company all set up and ready, let's get you started with QuickBooks Online.

For more resources, check out our Getting Started guide.

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