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Prepare your QuickBooks Desktop file for migration to QuickBooks Online

by Intuit Updated 2 months ago

Learn how to import your QuickBooks Desktop company file to QuickBooks Online.

No need to start over again—just move your desktop file to a QuickBooks Online company. For more details, check out Moving from QuickBooks Desktop to QuickBooks Online.

Need help finding the right solutions for your unique business needs, call our sales consultants at 800-730-0605

Step 1: Get your desktop file ready

Note: You have 60 days from the time you create your QuickBooks Online account to move your data.

  1. Make sure QuickBooks is up-to-date.
  2. To make sure your Total Targets is less than 500,000, press Ctrl 1 on your keyboard. If it exceeds, enter your customer opening balances in a new QuickBooks Online file.
  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 Suppliers & Payables. Select Sales Tax Liability.
    2. From the Dates▼ dropdown, select All.
    3. At the top, from the Print▼ dropdown, select Save as PDF.
    4. Choose the folder you want to save it in, name the file, and select Save.
  4. If you use QuickBooks Desktop Payroll:
    1. Make sure to terminate or deactivate any employees that are no longer working for you and haven't been paid in the current year.
    2. Make sure to wait 2-3 days after you've run payroll to move your data. This will insure all your payroll payment info transfers over to QuickBooks Online. Then make sure to move your data before your next payroll.

Step 2: Move your QuickBooks Desktop file to QuickBooks Online

Note: If your QuickBooks version is 2018 or older, use the QuickBooks Desktop file restoration tool to upgrade your file. You can then move your data to QuickBooks Online.

QuickBooks Desktop Pro or Premier

  1. Sign in as an admin to the company file you need to import.
  2. Go to Company, 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. Select Choose online company, and choose the QuickBooks Online company you want to replace with your company file.
  6. Select Continue.
  7. If you track stock in QuickBooks Desktop:
  8. Enter Agree in the text field, then select Replace.
  9. Select Yes, go ahead and replace the data, then select Replace.

Step 3: Get ready to use QuickBooks Online

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

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