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Procedure to Move QuickBooks Desktop File to QuickBooks Online

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• By Jonathan Browns
• Aug 21, 2025
• Accounting
• 7 min read

Wondering how to move QuickBooks Desktop file to QuickBooks Online? If yes, then stop worrying as we’ve got you all covered. In this post, we have explained the complete procedure to migrate a QuickBooks Desktop file to QuickBooks Online without causing any data damage. Thus, it will let you work with the QBO application smoothly so that you can access cloud-access features without any hassle. 

Here’s How to Move QuickBooks Desktop File to QuickBooks Online 

Have a glimpse at the procedure below to move a QuickBooks Desktop file to QuickBooks Online with ease. 

First Step: Examine that your Data File isn’t too Large to Export 

Every transaction within your data file is associated with other links. Therefore, to shift the data to the QBO application, make sure that the total links do not exceed 2,00,000. For reviewing it, hit the Ctrl + 1 or hit the F2 key to access the Product Information window. 

In case the total links are above 2,00,000 targets, implement the steps below. 

• Make use of the Condense data utility to reduce the file size of the company file. 
• You may access the Lists and Balances or Lists Only Options once you migrate. 
• All you require is to mention the opening balances in a new QuickBooks Online file. 

Second Step: Be Prepared With Your QuickBooks Desktop File 

• Primarily, verify that you have an up-to-date version of the QuickBooks Desktop. If not, then download and install the new version of the QuickBooks Desktop. 
• After this, select if there are any customers, vendors, or accounts you don’t access as inactive. As a result, it will clean up the data you have transferred to the QBO application.
• Thereon, make a print copy of the sales tax liability report. Once you move the file, you have to mention the adjustments.
  • For that, move to Reports and choose the Vendors & Payables tab. 
  • After this, hit the Sales Tax Liability and then click All by hitting the Dates drop-down arrow. 
  • Now, pick the Save as PDF option by clicking the Print drop-down arrow. 
  • You must pick the folder in which you wish to save the company file. Provide a name to the file and then hit the Save tab. 
• In case you are accessing the online banking or importing bank transactions;
  • Ensure that you have organized and reconciled the bank and credit card transactions. Then, head to the Banking, click the Bank Feeds, and choose the Bank Feeds Centre tab.
• For the QuickBooks Desktop Payroll users;
  • You must terminate or deactivate any employee whom you haven’t paid within the current year. 
  • Thereon, ensure that you have provided the Employee Profile details accurately. This information comprises Social Security Number, date of birth, hire date, and address. and must be updated for all the employees. 
  • Next, you have to wait for around 2-3 days once you run payroll to shift your company data. Doing so will allow you to transfer all your paycheck details into the QBO application. Later on, you can move your data before the upcoming payroll. 
• For instance, if you wish to access the QuickBooks Desktop Payments,
  • For transferring the QuickBooks Payments Subscription to Online, you require QBO account admin email access on the QB Desktop Intuit Account. 
• The users who are working on QuickBooks Time must reach out for help regarding the setup of an account in QBO. 

Third Step: Move QuickBooks Desktop File to QuickBooks Online 

There are different ways to move QuickBooks Desktop file to QuickBooks Online. 

A. Migration Via QuickBooks Desktop 

• Start the process by logging in to the QuickBooks Desktop as an administrator.
• After this, you must export your QB Desktop company.
  • The users of QuickBooks Desktop Pro and Premier editions browse to the Company> Export Your Company File to QuickBooks Online.
  • Users accessing QuickBooks Desktop Enterprise hit the Ctrl + 1 keys to access the Product Information screen. Later on, press the Ctrl + B + Q keys and hit the OK button. 
• Now, choose the Get Started tab and then move further.
• As a result, you will be redirected to the “Let’s bring your data to QuickBooks Online” window. Then, choose how you want to move your data.
  • Bring all your business data.
  • Bring only lists and balances. 
• If you are a user with inventory,
  • Hit the Yes, track inventory using FIFO, and pick the starting date. 
  • Now, choose No, don’t move inventory. In that scenario, you can transfer your inventory manually. Any inventory you have will be listed as non-inventory items. 
• For the users of multi-currency in QuickBooks Desktop, all you require is to choose a home currency.
• Furthermore, you will be prompted whether you have a QBO account.
  • If you previously have a QBO account, hit the Yes, sign me in and click the Continue tab. 
  • However, if you haven’t created an account yet, pick No, I need to create one. With this, you can easily generate a QuickBooks Online Advanced trial company. In that case, we suggest that you access the QuickBooks.Intuit.com/accounting for purchasing the appropriate QBO offering for your Company before transferring the data. 
• Now, you must log in using a correct user ID and password to set up the QBO subscription. 
• Next, you will notice your QBO company name and subscription listed. In that case, you have to pick the company name that you wish to transfer the data to. 
• At last, pick the Continue and then the Export tab. With this, you will notice a progression bar as soon as you transfer your data to QBO. 

Note: If you previously have data in a QuickBooks Online account, QuickBooks will ask if you want to replace the existing data. Be attentive, as this data is not reversible, and once migrated, your data will be removed permanently. If applicable, then 

• Tap on the Agree tab and then hit the Replace option. 
• After this, hit the Yes tab and then replace the data and choose the Replace option. 

B. Online Migration Tool 

You can make use of the Online Migration Tool in the following cases;

• The users who have QuickBooks Desktop 2021 or an older version
• You don’t have any access to the QuickBooks Desktop application. 

First Step: Launch the Online Tool 

• Firstly, you must choose the appropriate link according to your QuickBooks version.
  • QuickBooks Pro/Premier
  • QuickBooks Enterprise
  • QuickBooks For Mac 

Second Step: Begin Uploading Your Data File 

• Start the process by clicking the Select File tab and searching for the supported QB Desktop file that you wish to move. 
• Now, hit the Open tab and begin uploading the file. Otherwise, you can also simply drag and drop your QuickBooks Desktop file to upload it.
• Once you have uploaded your file, Intuit will update it according to the newly launched version. 
• Following this, you have the option to move to the QuickBooks Online application. 
• In case you find that your book fails to update to QB Desktop or move to QBO, then immediately connect with the customer support. 

Fourth Step: Start Utilizing QuickBooks Online Application 

Now, you can easily run the QuickBooks Online application and accomplish your accounting tasks. 

• For any query regarding the data transfer from QuickBooks Desktop to Online, have a conversation with QuickBooks experts. 
• You can link your bank or credit card account in QuickBooks. 
• Also, you can generate and send invoices to your customer. 
• Moreover, it also lets you monitor your bills. 

What Can You Do After Importing QuickBooks Desktop to QBO?

Once you have imported QuickBooks Desktop data to QuickBooks Online, you can cross-examine if all the data is transferred properly. Also, you can deactivate your QB Desktop subscription after successfully transferring data to the QBO version. Following are the tasks you can easily perform after importing the data. 

First Step: Make a Comparison of Your Financial Reports 

You can do a comparison of the following reports in QBO and QB Desktop to verify that all the data is copied accurately. 

• Profit and Loss
• Balance Sheet

After the successful running of the reports, take care of the following considerations:

• See that the report period is set as All Dates
• The Accounting method is chosen as Accrual
• To verify the balance of every Accounts Receivable (A/R) and Undeposited Funds account. 

Second Step: Examine Your Account Detail Types in QBO 

Once you move your QuickBooks Desktop company file data to QuickBooks Online, consider the following things in your mind:

• Verify that the process allocates detail types to accounts.
• It might be indefinite what the detail type should be for many accounts.
• The QBO version will allot a generic detail type like Other Miscellaneous Income to these accounts. 

Third Step (Optional): Accomplish Your Payroll Setup in QBO 

The users must verify that they are using a primary admin for setting up and running the payroll in QBO. 

Fourth Step: Examine and Link your Existing QuickBooks Payments Account to QBO 

The Merchant account copies will eventually link to QuickBooks Online; you don’t have to do it manually. If you previously had an active GoPayments account, then take care of the following:

• You don’t have to log in for a new one in the QBO application. 
• Also, the users can unlink their existing GoPayments account from the QuickBooks Desktop. Then, link them back to the QuickBooks Online company. 

Fifth Step: Know More Regarding the First-in-First-Out (FIFO) Concept 

Once you move your inventory to QBO, QuickBooks utilizes the FIFO method to compute the inventory. For that, you must be aware of the following concepts:

• All you require is to inform the IRS regarding any changes made. For that, you need to file a Form 3115.
• Thereon, make use of the “as of/effective” date that you mentioned at the time of import.

Conclusion

Through this guide’s help, we ensure that you can easily move your QuickBooks Desktop file to QuickBooks Online. Furthermore, if you require any additional help, then have a conversation with our QB professionals for quick assistance.