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Convert QuickBooks Desktop to QuickBooks Online

    QuickBooks is the industry standard for small-business accounting software, with two main types of products: QuickBooks Online, which is hosted in the cloud, and QuickBooks Desktop, which is hosted locally. In this article, we will give a complete guide on how to convert QuickBooks Desktop to Online. Switching to QBO, users can access QuickBooks Online straight from your internet browser on any computer or web enabled device whenever, wherever. The majority of the time, switching from QuickBooks Desktop to QuickBooks Online is simple and quick that you’ll come to know in this particular guide.

    Benefits of Converting QuickBooks Desktop to QuickBooks Online

    • One of the advantages of switching from QuickBooks Desktop to QuickBooks Online is that it is free.
    • Importing data to the online edition of Intuit is free of charge.
    • You may quickly compare reports from the current year to previous year.

    How Should you Convert your QuickBooks Desktop to Online?

    Small and medium enterprises from all around the world utilize QuickBooks Online. QuickBooks may be accessed at any time and from any location, making business operations easier. They can actually back up their data from anyplace. That is why so many individuals are switching from QuickBooks desktop to QuickBooks Online. In this article, we’ll walk you through three simple steps to convert your QuickBooks Desktop file to Online.

    Total Time: 28 minutes

    Check the File Requirements

    🔹 Within the first 60 days of your subscription, you can import your data into QuickBooks
    🔹 And if it’s been more than 60 days, give it a shot.
    🔹 Look for a QuickBooks ProAdvisor who can change your membership to 180 days
    🔹 Create a new QuickBooks Online Subscription by using a new email address
    🔹 Verify data.

    Prepare Data

    🔹 Complete all outstanding tasks connected to payroll, bank accounts, inventories, and other items before converting from the desktop version to the online version
    🔹 Before converting, make sure all your data is up to date
    🔹 It’s a good idea to get rid of any unnecessary information now
    🔹 Make a copy of your data in the data file before converting
    🔹 Select File >>> Backup Company, and then Create Local Backup in QuickBooks Desktop.

    Create a QuickBooks Online Account

    🔹 Once you’ve completed all of your data-related tasks, open a QuickBooks Online account and fill out all of the essential information
    🔹 Log out of your QuickBooks account once you’ve finished.

    Open your QuickBooks Desktop

    🔹 Open QuickBooks Desktop to export the data once you’ve logged out of your new QuickBooks Online account
    🔹 However, make sure you’ve got the most recent update before exporting
    🔹 If this is not the case, go to the Help menu and click QuickBooks Update
    🔹 After that, go to the Company Menu and select Export Company File to QuickBooks Online from the drop-down menu.

    Log in back to QuickBooks Online Account

    🔹 Log in to the newly established account after selecting Export Company File to QuickBooks Online
    🔹 If you want to export your existing inventory, you’ll be prompted
    🔹 However, you should be aware that QuickBooks Online values inventory using the FIFO technique before proceeding (first in, first out)
    🔹 If you respond yes, the inventory value will be recalculated using the same process as before, starting from the specified start date.

    Select the QuickBooks Online Company

    You must choose the QBO Company to which you want to import data from the drop-down menu.

    Copy the Data File

    🔹 Once you’ve selected the company file, you’ll need to copy the data file there, which will take some time
    🔹 You will receive a notification once all of the data has been copied, and you must click OK Got It
    🔹 You will receive an email confirmation once your data is ready on QuickBooks Online, and you will be prompted to complete the setup
    🔹 However, before you begin working with QuickBooks Online, double-check that the data was exported accurately
    🔹 You can compare QuickBooks Desktop with QuickBooks Online with a profit and loss statement and a balance sheet report
    🔹 You will receive an email message similar to the one below once your data is ready
    🔹 To log into QBO and review your data, click the “Complete your setup” option.

    How to Convert QuickBooks Desktop Different Editions to Online

    Step 1: Prepare your Desktop File

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

    • Make sure if QuickBooks is up to date.
    • Check to see if your company file is too large to be exported.
    • You learn more about what to expect when switching from QuickBooks Desktop to Online.

    Step 2: Make the Switch from QuickBooks Desktop to QuickBooks Online

    Note: If your QuickBooks version is 2018 or older, you can upgrade your file using the QuickBooks Desktop file restoration tool. After that, you may import your data into QBO.

    Steps to Convert QuickBooks Desktop Pro or Premier

    • Log in to the company file you want to import as an administrator
    • Select Company and then Export Company File to QuickBooks Online from the drop-down menu
    • Next, start your export by selecting this option
    • Log in to your QuickBooks Online firm as an administrator
    • After that, choose the QBO company you want to replace with your company file by selecting Choose online company
    • Once done with that, you have to click on the Continue button to proceed further
    • If you use QuickBooks Desktop to keep track of inventory, you should:
    • To bring them over, select “Yes” followed by specifying the as of date
    • If you want to create new items in QuickBooks Online later, choose “No”
    • Select “Replace” after typing Agree in the text area
    • At last, select “Yes”, then replace the data before selecting “Replace”.

    Steps for QuickBooks Desktop Enterprise

    Note: If you utilize advanced capabilities (such as advanced reporting and advanced inventory), we recommend that you start over because part of your data will not be transferred to QuickBooks Online.

    • Log in as an admin to the desktop company file you wish to move 
    • To access the Product Information window, press Ctrl + 1 on your keyboard.
    • To open the export window, press the Ctrl + B + Q, then pick the “Ok” button
    • Choose Get started from the export window
    • Log in to your QuickBooks Online account as an administrator
    • Select Choose online company, then change the QBO company with your company file
    • Next, “Continue” is the option to choose
    • If you use QuickBooks to keep track of inventories, you can do the following:
    • To bring them over, select “Yes”, and then enter the as of date
    • If you want to set up new goods in QBO later, select “No”
    • Select Replace after typing “Agree” into the text section
    • Select “Yes”, then go ahead and replace the data by selecting the “Replace” button.


    QuickBooks Online is far more straightforward to use than the desktop version, which is why an increasing number of individuals are switching to it. Hopefully, the methods below will assist you to convert QuickBooks Desktop to Online. If you’re having trouble following these procedures or have any questions, reach out to the QuickBooks Helpdesk Team for immediate assistance from the highly accounting specialists available 24/7.


    Is it Possible to Use QuickBooks Online on My Phone or Tablet?

    QuickBooks Online can be accessed using a web browser on any web-enabled mobile device. The QuickBooks Online App works on any iOS device (iPad, iPhone, or iPod Touch) as well as any Android tablet or smartphone.

    Can we Utilize QuickBooks Desktop and Online at the Same Time?

    For the same company, you can’t use both QuickBooks Desktop and QuickBooks Online. QuickBooks Desktop and QuickBooks Online are two distinct platforms that are incompatible.

    What and all Information aren’t Converted from QuickBooks Desktop to Online?

    While most of your data will transfer when you move from QuickBooks Desktop to Online, a few items will not convert, including:
    🔹 Recurring credit card charges: In the Merchant Center, you must cancel any existing recurring credit card transactions. Rebuild them in QuickBooks Online by establishing recurring sales receipts once that’s done.
    🔹 Bank and credit account reconciliation reports: When you switch to QuickBooks Online, you’ll have to restart your reconciliations where you left off. 
    🔹 Audit trail: You can’t do much about your previous audit trail except keep a copy of your desktop version and the data it contains. 
    🔹 Reports: Many of the reports available in QuickBooks Online can be used in place of those available in the desktop version.
    🔹 Inventory from QuickBooks for Mac: While you won’t be able to move your inventory from a Mac computer, if you have access to a Windows PC, you can do so.

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