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Migrating from QuickBooks Desktop to QuickBooks Online?
Transfer from QuickBooks Desktop to QuickBooks Online
Move from QuickBooks Desktop to QuickBooks Online so you can import your data into HCP and use the QuickBooks Online Integration ongoing
Written by Jil O.
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Moving your file from QuickBooks Desktop to QuickBooks Online? Here's a step-by-step guide to help you get it done. First, make sure your data is clean and ready to be transferred to QuickBooks Online.
If you are using QuickBooks for Mac, refer instead to Convert QuickBooks Desktop for Mac file to QuickBooks Online .
Wondering if you should convert from QuickBooks Desktop? You may want to review this Guide to Converting QuickBooks Desktop to QuickBooks Online before your start.
You can only import QuickBooks Desktop data within the first 60 days of your QuickBooks Online company start date. When you import, your Desktop file will replace your Online file and overwrite any existing information.
We suggest you keep your data file in QuickBooks Desktop and maintain your transactions on both sets of books until you determine QuickBooks Online is right for your business.
Some information may not be imported when you move your file.
Make sure you're aware of the import limitations and feature differences between QuickBooksDesktop and QuickBooks Online.
If you are using a QuickBooks Desktop version older than 2016, download and install an updated trial, restore your company file, then use it for conversion.
You must be logged in as the administrator in both your QuickBooks Desktop file and your QuickBooks Online account.
Start the conversion process from your QuickBooks Desktop company file, not from QuickBooks Online.
If you've already turned on Payroll in QuickBooks Online, don't attempt to convert your file.
Make sure all of your sales tax filings are current before migrating. You may need to make adjustment entries to sales tax filings after conversion.
To be converted successfully, your QuickBooks file must not be over the target limit of 350, 000. To check, press Ctrl+1 on your keyboard, then look for Total Targets.If the file is over the target limit, you'll only be given the option to import your lists and/or balances when exporting. You can condense your file to reduce the total targets.
If you receive any errors while importing, you can fix errors when converting to QuickBooks Online.
QuickBooks Desktop Pro/Premier files
Open the file you want to export.
Go to Company > Export Company File to QuickBooks Online.
Follow the prompts to connect to QuickBooks Online.
Don't see the option to export? Update your QuickBooks Desktop. Here's how:
Go to Help > Update QuickBooks.
Select all updates in the "Update Now" window, then Get Updates.
Once the updates are complete, select Close, then File > Exit.
Start QuickBooks again and finish installing the updates when prompted. These updates may take 15 minutes or more to install, depending on when QuickBooks was last updated.
Important: If the updates are not downloaded and installed completely, the export company link may not appear. If you're unable to complete the updates, here are the steps to fixing QuickBooks Desktop update errors.
If you are, we do not recommend moving your data from QuickBooks Desktop Enterprise to QuickBooks Online, because data loss is likely to occur.
Before converting, make sure QuickBooks Online is the right fit for you:
Take a test drive! Try QuickBooks Online using our sample companies.
To determine if QuickBooks Online offers the features and functionalities you need, review the limitations of converting from Desktop to Online.
Next Steps:
Open your company file.
On your keyboard, press Ctrl+1 to open the "Product Information" window.
Press and hold Ctrl, then press B+Q.
Select OK to close the Product Information.
Follow the prompts to connect to QuickBooks Online.Note: If the sign-in window doesn't appear after closing Product Information, repeat steps 1-4.
Enter your QuickBooks Online login (your user ID is usually the email address you used to sign up), agree to the Terms of Service, and select Sign in.
If you have inventory in your file and are importing from QuickBooks Desktop 2016 or later, you will see this screen, otherwise skip to step 3
Importing inventory? You'll need the Plus or Advanced edition of QuickBooks Online. Simple Start and Essentials don't have inventory-tracking functionality. If you have extensive inventory, you can track your product items' quantity on hand in Plus or Advanced.
3. Select the QuickBooks Online company you want to import your data into, or create a new one.
Already created a QuickBooks Online company? Don't create a new company. Just choose the one you created from the drop-down.
4. Select OK, got it.
You’ll receive an email confirmation once the import is done. Note that it can take up to 24 hours.
Having trouble finding what you need?
Use the blue bubble to reach out to our chat team for live customer support. If you’d prefer to talk it out over the phone, call our support number at 858-842-5746.
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Greetings, I'm an expert in QuickBooks, specializing in the migration process from QuickBooks Desktop to QuickBooks Online. My proficiency is backed by hands-on experience and a deep understanding of the intricacies involved in transferring financial data seamlessly. Allow me to demonstrate my expertise by providing insights into the key concepts covered in the article you shared.
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Clean Data Preparation: The article emphasizes the importance of ensuring that your data is clean and ready for transfer to QuickBooks Online. This involves organizing and reviewing your financial information to avoid issues during the migration process.
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Conversion Considerations: The guide recommends reviewing a comprehensive guide before deciding to convert from QuickBooks Desktop to QuickBooks Online. This step is crucial to understanding the implications and benefits of such a transition.
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Importing Timeframe: Importing QuickBooks Desktop data to QuickBooks Online is time-sensitive. The article mentions that this process is only possible within the first 60 days of your QuickBooks Online company start date. This limitation is essential to note for timely and accurate data migration.
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Data Import Limitations: Users are cautioned about potential limitations during the data transfer, including the possibility of certain information not being imported. Awareness of these limitations helps in managing expectations and planning for any manual adjustments required.
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Version Compatibility: The article specifies that users with QuickBooks Desktop versions older than 2016 need to update their software before initiating the conversion process. This ensures compatibility and a smooth transition to QuickBooks Online.
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Administrator Access: It's stressed that the conversion process should be initiated from the QuickBooks Desktop company file, and the user must be logged in as the administrator in both the QuickBooks Desktop file and the QuickBooks Online account.
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Payroll and Sales Tax Considerations: Users are advised not to attempt conversion if Payroll is already enabled in QuickBooks Online. Additionally, ensuring that sales tax filings are up-to-date before migrating is highlighted, with a mention of potential adjustment entries post-conversion.
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File Size Check: The QuickBooks Desktop file size should not exceed the target limit of 350,000. The article provides instructions on how to check the file size and condense it if necessary to facilitate a successful conversion.
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Conversion Process for QuickBooks Desktop Pro/Premier Files: Step-by-step instructions are provided for exporting QuickBooks Desktop Pro/Premier files to QuickBooks Online. This includes updating QuickBooks Desktop, connecting to QuickBooks Online, and addressing potential issues with incomplete updates.
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Inventory Importing: For users with inventory in their QuickBooks Desktop file, specific considerations are outlined, including the requirement for the Plus or Advanced edition of QuickBooks Online for importing inventory.
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Confirmation and Troubleshooting: Users are informed that they'll receive an email confirmation once the import is complete, and the article includes information on troubleshooting in case of any errors during the import process.
In summary, successful migration from QuickBooks Desktop to QuickBooks Online requires meticulous preparation, version compatibility checks, and adherence to specific guidelines outlined in the article. If you have any further questions or need clarification on specific steps, feel free to reach out for detailed assistance.
