How to Transform QuickBooks Desktop to QuickBooks Online


QuickBooks Desktop Pro and Premier dominated the market for small company accounting for years, however it’s time to move on by transforming your QuickBooks Desktop file to QuickBooks Online. This guide gives step-by-step instructions for the conversion together with some handy pointers.

If you’re uncertain you’re prepared to make the leap, you can find out more in our QuickBooks Online evaluation.

Why transform now? QuickBooks Desktop Pro and Premier will be discontinued for brand-new customers on Aug. 1, 2024. They will continue to be supported for existing clients, but we believe that assistance will likely end in 2 or three years. Intuit has actually not revealed any plans to stop QuickBooks Enterprise.

1 QuickBooks Employees per Company Size Micro (0-49), Little (50-249)

, Medium(250-999), Big (1,000-4,999), Enterprise(5,000 +)Micro (0-49 Workers), Small( 50-249 Staff Members), Medium(250-999 Employees), Large(1,000-4,999 Staff Members )Micro, Small, Medium

, Big Features API, General Ledger, Stock Management

2 Acumatica Cloud ERP Employees per Business Size Micro (0-49), Small (50-249), Medium (250-999

), Large(1,000-4,999), Enterprise(5,000+)Micro (0-49 Staff Members), Little (50-249 Employees), Medium( 250-999 Workers ), Big(1,000-4,999 Employees)Micro,

Small, Medium, Big Functions Accounts Receivable/Payable, API, Departmental Accounting, and more

Action 1: Select your plan and sign up for QuickBooks Online

We chose QuickBooks Online as the overall winner in our guide to the Finest Accounting Software. Before converting your QuickBooks Desktop file, put some believed into which QuickBooks Online membership will be best for your company. Here is a summary of the four plans to select from:

Simple Start Basics Plus Advanced
Cost monthly $30 $60 $90 $200
Users included 1 3 5 25
Invoice C=consumers Yes Yes Yes Yes
Handle unpaid bills No Yes Yes Yes
Track time No Yes Yes Yes
Track stock No No Yes Yes
Fixed possession accounting No No No Yes

Make certain to pick a membership that supplies sufficient users since there is no chance to include additional seats beyond what is consisted of in the plan. QuickBooks Online Plus is the most popular version, with five users and the capability to track both time and inventory. You can find out all the differences and how to select the very best choice for your organization by reading our QuickBooks Online evaluation.

Pointer: You need to choose a QuickBooks Online membership of Basic Start or higher to transform QuickBooks Desktop to QuickBooks Online.

Once you choose the QuickBooks Online prepare for your company, visit QuickBooks Online to subscribe. You can receive 50% off the above pricing for the first 12 months of your subscription.

Step 2: Prepare your QuickBooks Desktop file

You’ll prepare your QuickBooks Desktop company file by checking a few important items to guarantee the conversion will work and after that upgrading your business file information as much as possible.

Download the most recent release and updates

Before starting the conversion process, guarantee your QuickBooks Desktop program depends on date. Open your QuickBooks Desktop program, then click Update QuickBooks Desktop under the Assistance menu:

Image illustrating how to click on Update QuickBooks Desktop under the Help menu in QuickBooks Desktop. Updating QuickBooks Desktop. Image: Intuit/Timothy Yoder QuickBooks will open a new window titled Update QuickBooks Desktop. Click the blue button, Update Now. You might be prompted to visit to your QuickBooks account before the updates are downloaded. Follow the triggers to download and install all of the readily available updates. Check the target count of your QuickBooks Desktop company To utilize the automated conversion wizard, the Total Targets count in your desktop business file must be less than 750,000. Examine your target count by pressing Ctrl +1 from within your QuickBooks Desktop program. A brand-new Item Info window will appear. Your company’s target count will be shown in the File Info section, as highlighted listed below: Screenshot of the production information window in QuickBooks Desktop showing total targets of 5,937 for our sample company. Total targets for a QuickBooks Desktop file. Image: Intuit/Timothy Yoder If your company has more than 750,000 targets, we recommend starting your company fresh in a new QuickBooks Online company. You can conserve time by moving vendors and customers and your chart of accounts by exporting these lists from QuickBooks Desktop and importing them into your brand-new QuickBooks Online business

. Update your transactions in QuickBooks Desktop We suggest making your company file as existing as possible right away before the conversion. We advise doing the following: Make sure all bank reconciliations depend on date.

  • Classify deals from all bank feeds.
  • Make any wanted modifications to your chart of accounts.
  • Pay any unpaid bills.
  • Review outstanding consumer billings and write off any that will not be collected.
  • Review your undeposited funds account to make certain just checks and money that are waiting to be transferred are being in the account.
  • Make and tape-record any outstanding payroll deposits or sales tax payments.
  • Pointer: If you’re pulling your hair out trying to complete the bullet list above since your QuickBooks company is a mess, then you need to seriously think about beginning your QuickBooks Online business from scratch. Dedicate to keeping your brand-new QuickBooks Online company tidy and approximately date by inviting your accounting professional to access your QuickBooks Online account straight so that they can assist you whenever you need them.

    Once your QuickBooks Desktop program is updated and your company file is as present as possible, you’re prepared to begin your conversion.

    Print a balance sheet

    Print a balance sheet for the present date. You’ll compare this balance sheet to the balance sheet from QuickBooks Online to ensure all of your data is moved properly.

    Step 3: Convert your QuickBooks Desktop file to QuickBooks Online

    Begin the migration of your QuickBooks Desktop Pro or Premier to Online by clicking Migrate this company file to QuickBooks Online under the Company menu in your QuickBooks Desktop program. Business users should check out the next area for how to set off the conversion wizard in Enterprise.

    Screenshot showing the selection of Migrate this company file to QuickBooks Online in order to start the migration process for our sample company.

    Start the migration procedure. Image: Intuit/Timothy Yoder The conversion wizard need to now open, and you can click the Begin button. QuickBooks Desktop Enterprise users The conversion procedure for Enterprise users is the same when it comes to Pro and Premier users,

    except for how you trigger the conversion wizard. Business users do not have the alternative to start the conversion under their Business menu as illustrated for Pro and Premier users. QuickBooks Desktop Business users need to follow these actions to open the conversion wizard:

  • From the home dashboard in Enterprise, simultaneously press CTRL +1.
  • This will open a Product Information window. Now at the same time press CTRL+B+Q. Close the Item Information window and the conversion wizard will release. Start with the QuickBooks Online conversion. Image: Intuit/Timothy Yoder

    Suggestion: If you have not already produced a new QuickBooks Online company as displayed in our initial step, you can do that now by clicking on the link listed below the Start button. You will set up a new company with a 30-day totally free trial. Nevertheless, if you get the trial, you’ll be ineligible for 50% off for 12 months.

    Next, you’ll select to bring over either all the available details from your QuickBooks Desktop file or just the information you select. We recommend transforming all of the available information at the same time.

    Screenshot showing the user selecting to bring over all company data to the new QuickBooks Online company.

    • Select what information to
    • convert.

    Image: Intuit/Timothy Yoder If you pick Pick what to bring over from the screen above, you’ll have 2 alternatives: All lists and balances. Just lists. Neither of these options will bring over the deals from your desktop business, which is excellent if your business file is very old or very large. On the disadvantage, you’ll require to

    go to your old QuickBooks Desktop program to search for any old transactions if questions emerge. The last step in the wizard is to choose the QuickBooks Online company file to move your information. Select carefully as the data transferred from QuickBooks Desktop will replace all of the existing details in the

    business file. The wizard will note all of the QuickBooks Online companies associated with the email address listed in the upper right corner of the screenshot immediately. If this does not match the e-mail address you utilized to establish your new QuickBooks Online business in step 1, then click Sign in to another account and finish the sign-in procedure. As soon as you are signed into the correct account, you should see the business produced in step 1 noted as one of the choices.

    Screenshot showing the selection of ABC Company as the destination company for the QuickBooks Desktop company data. Picking to transfer the company information to ABC Business. Image: Intuit/Timothy Yoder After picking Continue, you’ll need to verify your choice and acknowledge that you comprehend all information in that QuickBooks Online business file will be replaced with the freshly moved data. When done, you’ll see a verification that your data is  A screenshot of a confirmation that the QuickBooks Desktop data is being moved to the cloud.being transferred to the cloud. Verification your data is relocating to the cloud. Image: Intuit/Timothy Yoder After performing the migration from QuickBooks Desktop to Online, you need to receive a congratulatory email from Intuit telling you that your QuickBooks Online business is now readily available. If your desktop file is very large, it could take numerous hours before the process is total

  • A screenshot of an email sent by Intuit confirming that our desktop company file is now available in QuickBooks Online.and you get your e-mail. Email from Intuit confirming your conversion. Image: Intuit/Timothy Yoder Action 4: Finish setting up your QuickBooks Online business After logging into your new QuickBooks Online business, there are a few things we recommend you do to get off to an excellent start. Pointer: There is an abundance of great videos offered on YouTube and Google to assist you discover to use QuickBooks Online. If you prefer written step-by-step guides, we advise the 55 free QuickBooks Online tutorials from Fit Small Business.

    Print a balance sheet

    Before making any changes in QuickBooks Online, print a balance sheet for the current date and compare it to the balance sheet printed from QuickBooks Desktop in action 2. Hopefully, it will match perfectly– however if not, then you’ll need to investigate any differences and correct them in QuickBooks Online before continuing. You can log back into your QuickBooks Desktop business to help identify what may be triggering the differences.

    Link bank and charge card accounts

    While your bank and credit card activity must have moved over in the conversion from QuickBooks Desktop, the connections to your bank did not. You’ll need to restore any of these connections you wish for deals to stream through from your bank account. This isn’t compulsory, however we recommend it to conserve time and remove data entry errors.

    To get going linking your savings account, you’ll need to:

    1. Hover over Deals in your left menu bar.
    2. Click Bank transactions.
    3. Click the drop-down arrow next to Link account.
    4. Select Manage connections.

    Add an accounting professional user

    One of the greatest benefits of QuickBooks Online over Desktop is that your accountant can have real-time access to your books anytime they require it without disrupting your work. All you need to include an accounting professional user is their e-mail address. They’ll get an automated email and, after a couple of clicks, they’ll be able to access your books directly from their QuickBooks Online Accounting professional program.

    To add an accountant user, click on the cog wheel in the upper-right corner of your QuickBooks Online dashboard, then choose Manage users in the Your Company column:

    Screenshot showing to click on the cog wheel and then select Manage users in order to navigate to the Manage users screen. Browse to handle users. Image: Intuit/Timothy Yoder Next, click the Accountants tab in the upper-left of the Manage users screen, and then click the green Invite button. Welcome an accountant user. Image: Intuit/Timothy Yoder What to do when there are problems converting from QuickBooks Desktop to Online Although the conversion wizard works fine for many users, it might in some cases fail

    either due to the fact that your desktop file is too large or corrupt or because of inexplicable reasons. If this happens, we suggest the following steps to establish your new QuickBooks Online business without needing to completely go back to square one: Register for a brand-new QuickBooks Online business if not currently done. Export the following lists from your QuickBooks Desktop business: Products Chart of Accounts Customers Suppliers Import the lists

  • into your QuickBooks Online business. Input beginning balances from your
    • QuickBooks
    • desktop balance sheet(and
    • income statement
    • if you remain in the
  • middle of an accounting period). Often asked concerns Can I transform my QuickBooks Desktop to QuickBooks Online? Yes. QuickBooks Desktop users with 2021 or later on editions of Pro, Premier or Business can

    transform to QuickBooks Online by picking Migrate this Business File to QuickBooks Online under the Business menu in their QuickBooks Desktop program. The length of time does it take to transform from QuickBooks desktop to online? The conversion itself just takes a few minutes, but you’ll wish to spend a long time picking the best QuickBooks Online version for

  • your company and guaranteeing your QuickBooks Desktop company file is as

    up to date as possible. Should I switch from QuickBooks Desktop to Online? We recommend QuickBooks Desktop Pro and Premier users change to QuickBooks Online, as these programs will no longer be used to new customers beginning Aug. 1, 2024.

    While no announcement has been made by Intuit, we anticipate it

    will stop supporting Pro and Premier for existing consumers in 2027 or earlier. QuickBooks Business users can stick with the desktop program for the foreseeable future. Can I utilize QuickBooks Online if I have the desktop version? No, QuickBooks Desktop and QuickBooks Online are two different platforms that do not incorporate. You can transform from QuickBooks Desktop to QuickBooks Online but, after the conversion, you

    ‘ll require to strictly utilize QuickBooks Online. What we think of QuickBooks Online QuickBooks Online has actually been significantly enhancing with new features and capabilities every year to the point that it is now much better than QuickBooks Desktop Pro and Premier for most small companies. We encourage small companies to take the leap and convert from

    Pro and Premier to QuickBooks Online

    . QuickBooks Desktop Enterprise still has some special features, and there aren’t any plans to phase it out, so Business users might stick with the desktop item unless they want the benefit of cloud-based software like QuickBooks Online. You can learn more in our QuickBooks Enterprise evaluation.


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