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Move your QuickBooks Desktop file to QuickBooks Online

by Intuit•613• Updated about 6 hours ago

To move your data from QuickBooks Desktop to QuickBooks Online account, you first need to prepare your desktop company file. You can then migrate your data using either the tool within QuickBooks Desktop or the web-based migration tool. After the migration, you will need to complete the setup in your new QuickBooks Online company.

 If you’re not sure which QuickBooks Online is right for you, check out these resources:

Note: You have 90 days from the time you create your QuickBooks Online account to move your data. If you’re not sure how old your company is, sign in to QuickBooks Online. Then, refresh this page for personalized info.

To learn more about names and what transfers, check out our comparison article.

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.

Explore the benefits of moving to QuickBooks Online including automatic updates for the latest version of QuickBooks, tracking and sending invoices on the go, and mobile alerts. Learn more about QuickBooks Online.

What you'll need

To get started with your migration, you’ll need:

  • An active QuickBooks Online account in the same county or region as your QuickBooks Desktop account.
  • The latest release of QuickBooks Desktop.
  • A file with under 2,500,000 links between transactions. Check the number of links in your file using the F2 key or Ctrl+1. If you have more links than that, condense your data. 
  • Admin access to both your Desktop company file and your QuickBooks Online account.
  • A printed or saved copy of your Sales Tax Report.
  • If you use online banking, categorize and reconcile all bank and credit card transactions.
  • If you use QuickBooks Desktop Payroll, make sure all team member profiles are correct. Terminate or deactivate any team members who haven’t been paid this year, and wait 2-3 days after running payroll to move your data. Make sure to move your data at least a few days before your next payroll run.
  • If you use QuickBooks Time, contact support for assistance in setting up your account in QuickBooks Online.

Move your QuickBooks Desktop file

Follow these steps to migrate your data. Migration time depends on a few things, like how complex and large your QuickBooks Desktop file is. 

  1. Open QuickBooks Desktop.
  2. Begin the export process:
    1. If you have QuickBooks Desktop 2022 or newer:
      1. In QuickBooks Desktop Pro and Premier, go to Company, then select, Move to QuickBooks Online, and then select Export Your Company File to QuickBooks Online.
      2. In QuickBooks Desktop Enterprise, press Ctrl + 1 to open the Product information window. Then press Ctrl + B + Q, then select OK.
    2. If you want to use the online migration tool or don’t have QuickBooks Desktop 2022 or newer, open the online tool for your version, then upload your company file:
      1. QuickBooks Pro/Premier
      2. QuickBooks Enterprise
      3. QuickBooks for Mac (Note: You must first convert your Mac file to a Windows file).
  3. Enter your QuickBooks Online login information.
  4. Select Get started.
  5. You'll see a personalized checklist of all tasks required to get your file ready:
    1. Review each task and the associated data that the tool presents.
    2. Take an action on each item. For all the bulk-actionable tasks, you also have an option to select Complete All to resolve multiple tasks in a single click.
    3. After you've addressed all the tasks on the checklist, select Continue
  6. You’ll see the “Let’s bring your data to QuickBooks Online” screen. Select how you want to move your data:
    1. Bring all of your company data.
    2. Bring only lists and balances. (This is helpful if you have a large file and don’t want to bring over every individual transaction.)
  7. If you have inventory, you can:
    1. Select Yes, track inventory using FIFO then select a starting date.
    2. Select No, don’t move inventory. You can move your inventory manually. Any inventory you have will be listed as non-inventory items.
  8. If you use multi-currency in QuickBooks Desktop, you’ll have to select a home currency.
  9. Select Yes, sign me in, then select Continue to sign in with your QuickBooks Online account.
  10. Sign in with your user ID and password you set up for your QuickBooks Online subscription.  
  11. You’ll see your QuickBooks Online company names and subscriptions listed. Select the company you want to move your data to.
  12. Select Continue, then select Export. You'll see a progression bar as your data is moved over to QuickBooks Online.
  13. If you already have data in a QuickBooks Online account, QuickBooks will ask if you want to replace the existing data. Be careful, this isn’t reversible and your data will be permanently deleted. If applicable,
    1. Select Agree, then Replace.
    2. Select Yes, go ahead and replace the data, then select Replace.

You have two options to move your data.

Results

Your QuickBooks Desktop company data, or your selected lists and balances, is now available in your QuickBooks Online account.

Next steps

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.

Get personalized help using QuickBooks with QuickBooks Live.

This is Katheryn from the QuickBooks team. Welcome to QuickBooks Online. First, let’s explore how to get around, where to find your settings, and how to get help when needed! Select Dashboard to see shortcuts to some of the most common activities in QuickBooks. You can also view your sales & get paid funnel, an overview of your bank accounts, and charts and graphs. Select Add widgets to customize what you see. Intuit Assist uses the business feed to share work it does for you and give you suggestions on how to run your business. Reports and Analytics is where you run valuable reports on your company’s performance. This is also where you can take a look at budgets, forecasts, and other financial planning tools. Select My apps to find where to perform your work in QuickBooks. You can also use the search tool. Accounting lets you connect your bank and credit cards to QuickBooks. You can securely and automatically import transactions, which are either categorized for you by QuickBooks, or you can enter required data yourself. Connecting your accounts keeps your books up-to-date and accurate, and is an important first step in the setup process. Integration transactions is where you see transactions from all your connected sales channels, like Shopify or Amazon. You can also upload and review receipts, reconcile your books, and customize your Chart of Accounts to manage how you want to categorize and track transactions. In Expenses & Pay Bills, you can see vendors and contractors, record expenses, and enter and pay bills. You also track your business Mileage here. Sales & Get Paid helps you manage your money-in options such as sending Invoices to customers, accepting payments, and tracking the products and services you sell. You manage your customers and leads in the Customer Hub. Select Team to add and view your Employees and Contractors. And Time lets you enter and approve the hours your team works. Depending on your QuickBooks plan, you can track and plan your Project financials under Project Management. Sales Tax lets you set up and pay your Sales taxes, And you can view and manage year-end taxes and filings for your business under Business Taxes. If you want to apply for a line of credit or credit card, you can do so under Lending. This is also where you sign up for a QuickBooks Checking account. Use Payroll to pay your team and Mailchimp to reach customers faster. You can customize your navigation at any time. Pin apps, or drag and rearrange pinned apps. You can add bookmarks for the pages you use most often. When you need to quickly create something, such as a new invoice or expense transaction, hover over Create to choose which transaction or entry you need to open. Now that you can get around, select the gear icon to see your Settings options. Here, you can do things like add and manage users, manage your billing and subscription info, and set your preferences to optimize QuickBooks for your business. Finally, when you find something you have questions about, help is just a click away. Select the Help icon to chat with our online assistant, see topics related to the page you're on, or search for more info. Plus, you can contact experts here. Now that you know your way around, what’s next is up to you. Visit our video center to find even more videos on how to get set up. Welcome to QuickBooks.

Follow this list of what to set up in your new QuickBooks Online company.

  1. Schedule a 1 hour call with one of our experts. We'll answer questions about your data move, show you around QuickBooks Online, and help you tackle everyday tasks.
  2. Get started with QuickBooks Online and Get started and adjust settings after you sign up for QuickBooks Online.
  3. Connect your bank or credit card account.
  4. Create and send invoices to your customer.
    Note: If you track sales tax, set up location-based sales tax in QuickBooks first.
  5. Track your bills and learn how to pay them in QuickBooks.
  6. If you use payroll, follow this guide to set up and run your payroll in QuickBooks Online.

Let Us Teach You QuickBooks Online

Free Personalized Setup from QuickBooks Desktop Pro, Premier, Mac, or Plus (“Desktop”) to QuickBooks Online Simple Start, Essentials, Plus or Advanced (“QuickBooks Online”), or QuickBooks Desktop Payroll, Payments, or Time to QuickBooks Online Payroll, Payments, or Time is available to small business users and is subject to capacity. The Personalized Setup offer is eligible to Desktop customers that are migrating their data, as well as those customers who elect not to migrate their data, who are starting new QuickBooks Online accounts, and setting up QuickBooks Online. Personalized Setup is limited to a 1-hour session with a customer success product expert. Intuit reserves the right to limit the number of sessions and the length and scope of each session. Offers available for a limited time. Terms and conditions, features, support, pricing, and service options subject to change without notice.

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