How to Move QuickBooks Desktop File to QuickBooks Online: Full Guide

Jhon Martin
Sep 1
4 min read

QuickBooks is one of the most trusted accounting software solutions for businesses of all sizes. Many users start with QuickBooks Desktop because of its powerful features for managing finances locally. However, as companies grow and need remote access, multi-device collaboration, and real-time updates, switching to QuickBooks Online becomes a smart move.

Move QuickBooks Desktop File to QuickBooks Online can often be a complex and time-consuming process, especially if you’re not familiar with the migration steps. To avoid errors and ensure a smooth transfer of your data, it’s always a good idea to consult with a QuickBooks expert. Call us at +1-866-408-0444, and our certified specialists will help you move your QuickBooks Desktop file to QuickBooks Online quickly, securely, and without any hassle.

In this detailed guide, we will explain how to move QuickBooks Desktop file to QuickBooks Online, discuss prerequisites, benefits, common errors, and provide troubleshooting tips for a smooth migration.

Why Move QuickBooks Desktop File to QuickBooks Online?

Migrating from QuickBooks Desktop to QuickBooks Online offers several benefits:

Accessibility: Access your books anytime, anywhere, on any device.
Automatic backups: No need to worry about manual data storage.
Collaboration: Multiple users can work in real-time.
Integration: Seamlessly integrates with third-party apps and banking systems.
Cost efficiency: No more expensive server setups or IT maintenance.

For small and mid-sized businesses looking for scalability, moving QuickBooks company file to QuickBooks Online is a smart step.

Prerequisites Before Migration

Before you import a QuickBooks Desktop file into QuickBooks Online, make sure of the following:

Update QuickBooks Desktop to the latest release.
Back up your company file to avoid data loss.
Ensure your company file is under the size limit (usually 700,000 targets or less).
Confirm you are logged in as an administrator in both QuickBooks Desktop and QuickBooks Online.
Choose the right QuickBooks Online subscription plan that matches your business needs.

Step-by-Step Guide to Move QuickBooks Desktop File to QuickBooks Online

Here’s how to migrate your QuickBooks Desktop data:

Step 1: Log in to QuickBooks Desktop

Open QuickBooks Desktop Pro, Premier, or Enterprise, and ensure you are signed in as the admin.

Step 2: Prepare Your Company File

Update QuickBooks Desktop to the latest version.
Press Ctrl + 1 to open the Product Information window.
Check the total targets; if it exceeds the limit, condense the file.

Step 3: Export Company File to QuickBooks Online

Go to Company menu → Select Export Company File to QuickBooks Online.
Log in with your QuickBooks Online credentials.

Step 4: Choose Inventory Settings (If Applicable)

If you track inventory in QuickBooks Desktop, you’ll be prompted to set up FIFO inventory in QuickBooks Online.

Step 5: Select Data to Import

You can move your entire file or only a portion (lists and balances).
Review the import summary and confirm.

Step 6: Wait for Migration to Complete

Depending on file size, migration may take minutes or several hours.
You’ll receive an email when the process is complete.

What Data Moves from QuickBooks Desktop to QuickBooks Online?

When you transfer a QuickBooks Desktop file to QuickBooks Online, most data moves smoothly, including:

Chart of Accounts
Customer and vendor lists
Invoices and bills
Bank and credit card transactions
Payroll (only summary data)

Note: Certain data like audit trails, custom reports, and recurring transactions may not move automatically. You may need to re-enter or adjust them manually.

Common Errors During QuickBooks Desktop to Online Migration

Sometimes users face issues when they try to import QuickBooks Desktop to QuickBooks Online. Here are a few common errors:

Company file too large → Condense the data file before migration.
Unsupported version of Download QuickBooks Desktop → Upgrade to the latest release.
User not admin → Always log in as admin for migration.
Export option missing → Ensure you are using a U.S. version of QuickBooks Desktop; the feature may not be available in all regions.

Benefits of Moving QuickBooks Desktop File to QuickBooks Online

Cloud convenience: Work from anywhere, anytime.
Automatic updates: No need to install patches manually.
Better collaboration: Accountants and team members can access the same data.
Enhanced security: Data is encrypted and stored securely.
Scalability: Easy to upgrade as your business grows.

Tips for a Smooth Migration

Clean up your QuickBooks Desktop file before migration.
Verify all accounts and balances after importing.
Run Profit and Loss and Balance Sheet reports in both QuickBooks Desktop and QuickBooks Online to compare accuracy.
If you face issues, use the QuickBooks Tool Hub for troubleshooting.
Consult a QuickBooks ProAdvisor if your data is complex.

Final Thoughts

Learning how to move a QuickBooks Desktop file to QuickBooks Online is an essential step for businesses aiming for flexibility and cloud access. With the right preparation, updated software, and careful migration, you can ensure all your financial data transitions smoothly. Whether you’re a small business owner or an accountant, QuickBooks Online provides a more modern and efficient way to manage your finances.

Frequently Asked Questions (FAQs)

Q1. How long does it take to move a QuickBooks Desktop file to QuickBooks Online?

It depends on the size of your company file. Smaller files may migrate within minutes, while larger files can take a few hours. You’ll receive a confirmation email once the process is complete.

Q2. Can I move QuickBooks Desktop Enterprise file to QuickBooks Online?

Yes, but some features from Enterprise, such as advanced reporting, may not transfer completely. You may need to reconfigure certain settings manually in QuickBooks Online.

Q3. Does payroll data move from QuickBooks Desktop to QuickBooks Online?

Only payroll summary data transfers. You’ll need to set up employee details and payroll history again in QuickBooks Online for accurate processing.

Q4. What should I do if my QuickBooks company file is too large to migrate?

If your file exceeds the size limit, you can condense it using QuickBooks Desktop’s File Condense Utility, or migrate only essential data.

Q5. Can I use both QuickBooks Desktop and QuickBooks Online after migration?

Yes, you can. However, changes made in one version won’t automatically sync to the other. Most businesses fully switch to QuickBooks Online after migration to avoid confusion.

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