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Discover How to Setup & Run QuickBooks Migration Tool

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• By Jonathan Browns
• Dec 05, 2025
• Accounting
• 7 min read

No matter whether you want to move your company data to a new computer or to another version, you must use the QuickBooks Migration Tool. It is a great built-in tool that allows you to safely transfer your QuickBooks data from one computer to another. Furthermore, to access this tool, you must download, export, and then run the QuickBooks Desktop migration tool. So, let’s thoroughly review this blog and get a detailed overview to set up and run this tool.

Key Checklist Before You Run QB Migration Tool

Before you start running the QuickBooks Migration tool, you must consider the following points.

• Make sure that you have downloaded the latest version of QuickBooks Desktop. You will require this application to be open when you move your data.
• Also, verify which data you can move from QuickBooks Desktop to Online using the data migration tool.

Check what features and data you can move from QBO to QuickBooks Desktop

Herein, we have described all the data and features that you can transfer with the QuickBooks Desktop Migration Tool.

1. Features

Move to QuickBooks Desktop	Doesn’t Move to QuickBooks Desktop
	Multi-Currency: Note: You can’t transfer the multi-currency transactions to QuickBooks Desktop. Herein, the Non-United States Dollars (USD) transactions in QBO will copy to the QuickBooks Desktop as USD.
	Payroll: Note: You can login for QuickBooks Desktop or set the manual payroll without a subscription to generate paychecks in QB Desktop.
Reconcile: You may notice that all the reconciled transactions will show a bold check within the Cleared column in QuickBooks Desktop. On the other side, all the cleared transactions will reflect as a light check mark in the Cleared column.
Sales Tax The Sales Tax will be mentioned as line items in QuickBooks Desktop. You can move Sales tax items and rates as the service items.	Note: You can’t be able to move your Sales Tax payments and adjustments.
Projects The Projects will transfer as Customer Jobs into QuickBooks Desktop.

3. Lists

The QuickBooks Desktop consists of list and field limits along with the character limits. If the lists or fields crosses those limits, you need to shortened them.

Move to QuickBooks Desktop	Doesn’t Move to QuickBooks Desktop
Chart of Accounts You can’t move the Account Detail Types. The Account Numbers will only be visible if you enable the account number preferences. Beyond this, the Deleted Accounts will move as inactive accounts without account numbers.
Class Lists:- Note: Deleted classes will be transferred as inactive classes.
Customers: Note: Deleted Customers will moved as inactive customers.	Note: You can’t transfer the following information. Customer notes Is Taxable Preferred delivery method Mobile and/ or pages number Customer’s credit card details can’t move due to PCI Compliance.
Vendors: Note: Modify and then remove the 1099 vendors status in QBO before moving your transactions. Remove the vendors and move as inactive vendors in QuickBooks Desktop.	Note: You can’t move the following vendor details to QuickBooks Desktop. Vendor notes Mobile and/ or pager number
Employees: The deleted employees transfer as inactive employees in QuickBooks Desktop.	Note: Employees notes can’t be moved to the QuickBooks Desktop.
	Other Lists: You can’t be able to access the following list in QuickBooks Online. It will appear as the general items in QuickBooks Desktop: Templates To Do Sales Rep Vendor Type Customer Type Memorized reports Payroll Item Price Level Ship Via Other Names Job Type
Payment Method List
	Terms: Note: The payment terms which you set for your customers or vendors can’t move in QuickBooks Desktop.

3. Products & Services

Moves to QuickBooks Desktop	Doesn’t move to QuickBooks Desktop
	Bundles: Note: You can’t move your products and service bundles in QuickBooks Desktop.
Inventory: Inventory asset account Cost of goods sold account Purchase account Sales account Quantity (QTY) on hand Asset values Note: Both the QuickBooks Online and QuickBooks Desktop have distinct calculation methods. So, you must verify that the Cost of Goods sold and Inventory asset accounts you move.
Categories: Categories can transfer as Parent items in QuickBooks Desktop. Moreover, the categories will become as the same item type as Products & Services mentioned in QBO.

4. Preferences

You can’t be able to move the following things to QuickBooks Desktop.

• Company Info
• Location Lists
• User Preferences

5. Reports

The Accrual Basis Reports in QuickBooks Online will help you tally the reports present in QuickBooks Desktop.

Moves to QuickBooks Desktop	Doesn’t move to QuickBooks Desktop
	Audit log Reports
	Reconciliation Reports
	Memorized Reports

6. Transactions

Moves to QuickBooks Desktop	Doesn’t move to QuickBooks Desktop
Cash Purchases Note: The Cash Purchases will move as checks in QuickBooks Desktop.	Estimates Purchase Orders Recurring Transactions
Time Tracking Note: You will see that all time activities will move except locations. QuickBooks Desktop application doesn’t track locations.	Physical timesheets can’t be transferred to QuickBooks Desktop.
Checks Note: If the checks present in QBO won’t contain any numbers, QuickBooks Desktop will eventually assign them as soon as you move them.
Credit memos
Received Payments
Bill Payments
Sales Receipts
Bills
Refund Receipts
Invoices
General Journal Entries Note: Transactions having multiple accounts receivable or accounts payable lines move to multiple journal entries.
Deposits
Paychecks: Note: You can move Paychecks as checks in QuickBooks Desktop.
Transfer Funds Note: Transfer funds transactions move as journal entries in QuickBooks Desktop.
Liability adjustments
	Inventory Adjustments
	Credit Card Payments

System Specifications Required Before Setting Up QB Migration Tool

Before you set up the QuickBooks Migrator Tool, it’s essential that your device fulfills the basic requirements for uninterrupted running of the tool. Herein, we have described some of the system requirements.

• You must require a 64-bit version of the Windows operating system.
• Check that your computer must have a 2.4 GHz processor and a minimum of 8 GB RAM is required (16 GB is recommended).
• Moreover, verify that you need a minimum of 2.5 GB of disk space.
• Beyond this, you need an external device such as a USB flash drive that has enough storage space to run the tool.

How to Move Data From QuickBooks Online to QuickBooks Desktop With the Migration Tool?

Herein, we have described all the step-by-step instructions you must perform for smoothly transferring data using QB Migration Tool.

First Step: Download the QuickBooks Migration Tool in QBO

• Start the process by signing in to your QuickBooks Online account with the correct login credentials.
• Visit the Export Overview page and then choose the Get Started tab.
• Now, head to the Download Tool option.
  • Note: Make sure that you open the page on your web browser, unless the Migration tool gets downloaded.
• Begin installing the Migration tool on your system, following the instructions given on the screen, and click on the Next tab.
• Review the Terms and Conditions described in the License Agreement and hit the Next tab.
• When done, tap on Install and then the Finish tab to end the process.

Second Step: Begin to Export Your QBO Data

After successfully downloading the Data Migration Tool, let’s begin to export your QuickBooks Online data.

• Visit the Prepare to Export page and then hit the Continue option.
• Now, pick the QBO data that you wish to export and click on the Continue tab.
  • Important Tip: You can either opt for All financial data or All financial data without transactions. For products and services, inventory isn’t exported.
• Thereon, access the Request your Data page and hit the Continue tab.
• Complete the Name and Email Address fields and choose the Continue tab again.
• Hit the Close tab and then return to the Export Overview page.
  • Note: The email confirmation may take some time, depending on the amount of data you migrate. To review the updates, you must browse to the QuickBooks Online homepage.
• When you are in the Prepare to Export page, go through the instructions for online migration. Then, you must opt for the Continue tab.
• Once you reach the Exporting from QuickBooks Online page, tap on Continue to Download and click the Download QBXML file.
• Finally, you need to save the file to your desktop and hit the Continue tab.

Third Step: Running QuickBooks Migration Tool

Once the setup process is over, you can start running the QuickBooks Desktop Migration tool. For that, you must carry on with the following stepwise instructions.

• Initially, launch the QuickBooks Desktop application and then remain on the No Company Open window.
• After this, launch the QuickBooks Migration Tool on your desktop.
• Choose the Browse option and access the downloaded setup QBXML file.
• Now, pick your QBXML file and then click on the Open tab.
• Tap on the Import option and provide a Name and save your file.
• Thereon, pick a Save option, assign a new name to the file, and hit the Save option again. Wait for a few minutes and then see a Certificate window open on your screen. As a result, it will assign you the permissions for the migration.
  • Important Tip: If you notice that the Migration Tool couldn’t connect with QuickBooks Desktop and the Certificate window couldn’t appear, then run the QB Migration tool as an administrator. For that, you must right-click on the Program icon and tap on Run as Administrator.
• Furthermore, hit the Yes, Always, and mark the checkbox of Allow application to access personal data.
• Thereon, tap on the Continue option and click the Confirm tab. As a result, a window along with the percentage meter will appear to display the import process.
  • Important Tip: The time for completion entirely depends on the amount of data you are working with. However, the large migration process may consume some time to complete the task.
• Finally, when you are done with the migration process, click on the Done option.

Fourth Step: Review Whether the Data Exported Matches

Once you export your data, you must run a Profit and Loss Report in QuickBooks Online and QuickBooks Desktop to match your books of accounts.

Note: You need to run reports on an Accrual Basis in QuickBooks Online and QuickBooks Desktop to tally and then compare them.

If the Reports don’t Tally

At times, you may notice that after transferring the data, the report fails to match because of export limitations or while using the older version of Internet Explorer.

But, at times, the issue may also be resolved by exporting your file and running the reports again. For that, you must implement the stepwise instructions given below.

• Open the QuickBooks Desktop application and then hit the File menu.
• Choose the Close Company option and then resume Step 3 for importing the file again.
• At last, start running the Profit and Loss Reports once again.
  • Important Tip: If you were able to match the reports, input the manual adjustments for QBO and QuickBooks Desktop.

Conclusion

QuickBooks Migration Tool is a perfect utility designed for moving the QuickBooks data from one device to another. Also, it helps you safely transfer the data without any hindrance. Furthermore, if you still require any additional help, you can connect with our BizBooksAdvice professionals.

Frequently Asked Questions (FAQ’s ):-

Question 1: How long does QuickBooks Migration take?

Ans. Depending upon the amount of data you wish to transfer, the QuickBooks Data migration will take around 72 hours to complete.

Question 2: How to migrate QuickBooks Desktop to Online?

Ans. To migrate QuickBooks Desktop to Online, do as follows:

• Launch the QuickBooks Desktop application and log in as admin to the company file that you wish to import.
• Move to the Company menu and choose Export Company File to QuickBooks Online.
• Hit the Get Started tab and pick the destination. Later on, log in to your QBO account.

Question 3: Where is the QuickBooks Migration Tool?

Ans. To find the QuickBooks Migration Tool, log in to the QBO application. After this, go to the Export overview page and hit the Get Started > Download tool tab. Install the migration tool, confirm the terms and conditions, and click the Install tab.

Question 4: What types of information will not migrate to QuickBooks Online?

Ans. Information that won’t migrate to QuickBooks Online consists of audit trail, custom reports, payroll history details, and closing dates and passwords.

Question 5: Will my data remain secure during migration?

Ans. Yes, your company file data remains safe and secure during the QuickBooks data migration. But, for a safer side, it is suggested to take a manual backup of your file to prevent any data loss or damage.