Migrate From QuickBooks Desktop to Online? Let’s Discover It How

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Amazing tips to migrate from QuickBooks desktop to online Accounting
Jul 04, 2024

Are you a business owner and considering to migrate from QuickBooks Desktop to Online? If so, you are making a smart move to take your company to the next level. You might be thinking about how it could be possible. QuickBooks Online provides unparalleled flexibility for multiple users to simultaneously work from anywhere on the same projects. Moreover, it also gives you cloud-based access, automatically creates a backup, and provides numerous other features. 

This post provided step-by-step instructions for migrating from QuickBooks Desktop to Online. Thus, it ensures a successful data transfer without fear of loss or damage. So, let’s go through this post and start using the QBO on your system smoothly. 

Do you need help migrating from QuickBooks Desktop to Online? If so, stop worrying and contact us at 1-844-266-9345  to connect with our professionals, who will assist you in the best possible way.

What are the Different Mediums of QuickBooks Migration From Desktop to Online?

There are three different mediums for performing QuickBooks migration from Desktop to Online. You can use the built-in migration tool in QuickBooks Desktop or the Online tool. Another way to migrate the data is through Intuit’s Internal tool. We have described the process in detail for all three of them. Let’s look at them and pick a suitable and convenient migration method. 

First Medium: Accessing the Migration Tool Built Into QuickBooks Desktop 

Below, we have discussed migrating data from QuickBooks Desktop to Online through the built-in migration tool. 

Stage 1: Make the Proper Arrangement of Your Desktop File

Here are the following arrangements that you must make before proceeding further with migrating QuickBooks Desktop to Online. 

  • Verifying the File Size and Data:-

The QuickBooks Online application has a certain target limit to fulfill while importing the data. So, to meet that requirement, hit the Ctrl + 1 keys and ensure that the total targets aren’t less than 750,000. Apart from this, you must also check that the file size isn’t too large. If there are any issues with the file size, you need to condense it before importing. 

  • QuickBooks Desktop Must be Up-to-date:- 

Before initiating the migration process, ensure your QuickBooks Desktop is updated to the latest version. If it’s not updated, you only need to update it first; otherwise, it will create issues during migration. 

  • If you are working on the QuickBooks Desktop Payroll:-
  1. The first thing users must remember is to terminate or deactivate the employees who are no longer working for your company and have not paid this year. 
  2. Another important thing is that you must wait for at least 2-3 working days after running payroll to shift the data. Doing so will ensure that all the paychecks-related information is shifted to QBO. Along with this, confirm that you have migrated your data before processing the next payroll. 

Read More: QuickBooks Payroll Update Not Working

Stage 2: Start Moving your QuickBooks Desktop file to QuickBooks Online

Tips: Before you move your QuickBooks Desktop file to QuickBooks Online, it’s crucial to remember certain key points.

QuickBooks Desktop file to QuickBooks Online
  • For instance, if you run the QB version older than 2018, use the online tool to move the data.
  • Otherwise, you can use the QuickBooks Desktop file restoration tool to upgrade your file.
  • However, if you are operating an obsolete version of QBDT or have no access to it, you can get a trial version of the product and open your data file. 

Detailed Steps to Perform on QuickBooks Desktop Pro or Premier Users 

QuickBooks Desktop Pro or Premier Users 
  1. Primarily, you must log in to your company file with the administrative credentials you wish to import. 
  2. Afterward, move to the Company menu and hit the Export Company File to QuickBooks Online. 
  3. Soon after this, select the Start your Export option and then use the admin credentials to log into the QBO company.
  4. Moving ahead, tap the Choose Online Company option and then opt for the QBO company with whom you wish to replace your data file.
  5. Once you are done with the above steps, hit the Continue button. 
  6. In the next step, you must track down inventory in QuickBooks Desktop by picking any one of the following options:
    • Hit the Yes option to bring them over and mention the “As of Date.”
    • Otherwise, opt for the No option to set up the new items ahead in the QBO application. 
    • Thereon, include “Agree” in the text field and tap the Replace button. 
    • Finally, after completing the steps, hit the “Yes, go ahead and replace the data” option and then Replace.  

Stage 3: Began Utilizing the QuickBooks Online Application 

Now that you have successfully migrated from QuickBooks Desktop to QuickBooks Online, you can perform the following functions. 

  1. Users can easily connect their bank or credit card accounts.
  2. You can generate and then send invoices to your customer.
  3. Besides this, you can easily track down your bills and pay them in QBO. 

Second Medium: Migrating From QuickBooks Desktop to Online via Online Tool 

Another way of migrating from QuickBooks Desktop to Online is through an Online. But before using this tool, you must consider certain key points in your mind.

  1. The first and foremost thing is to verify that the Charts of Accounts balances are accurate and up-to-date.
  2. Another important thing is to ensure that your balance sheet is updated per the latest tax return. 
  3. Try to reconcile the closing balances of the bank and credit card statements. 
  4. It is necessary to clear the outstanding payrolls or payroll tax payments. The users should wait 2-3 working days after running the payroll to migrate the data. 

Instructions For Using the Online Tool in QuickBooks 

Follow the step-by-step instructions for running the Online tool in QuickBooks for migrating QuickBooks Desktop to QuickBooks Online. 

First Step: Start the Process by Launching Online Tool in QuickBooks 

  1. To commence with, the users must pick the suitable option according to your QuickBooks version.
    • QuickBooks Pro/Premier
    • QuickBooks Enterprise
    • QuickBooks For Mac
  2. After making the appropriate choice, tap the Get Started option and try logging into your Intuit Account with proper admin credentials. 

Second Step: Try Uploading Your Data File 

Now, it’s high time to upload your data file by performing the step-by-step instructions listed below. 

  1. Initially, users must choose the Select File option and look for the supported QuickBooks Desktop file they wish to move. Note: You can upload one file at a time while migrating the QuickBooks Desktop file to QuickBooks Online. 
  2. Afterward, hit the Open tab to upload the file and proceed.
    1. You also have the option to drag and then drop your QuickBooks Desktop file to upload it. 
  3. Once you have successfully uploaded the file, you will instantly auto-update QuickBooks Desktop to the latest release. Later, you will get an option to move to the QuickBooks Online application.
  4. Furthermore, act as per the instructions given on the screen for migrating to the QuickBooks Online application. 

Third Medium:- Migrate Data From QuickBooks Desktop to Online Via Intuit’s Internal Tool

One more medium through which you can migrate QuickBooks Desktop to QuickBooks Online is Intuit’s Internal Tool. Below, we have described the procedures for migrating QBDT to QBO in different editions. Use the stepwise instructions according to the edition you are currently using. 

Also Read: Upgrade QuickBooks Desktop to 2024

Basic Necessities Before Migrating From QuickBooks Desktop to QuickBooks Online

Herein, we have described certain key factors that you must be aware before migrating from QuickBooks Desktop to QuickBooks Online. 

Preparing For Backing Up QuickBooks Desktop File

Backing Up QuickBooks Desktop File
  1. The users first need to switch to Single-User Mode if they access the multi-user mode. 
  2. After that, you must choose the File menu and then click the Create Backup followed by Local Backup options. 
  3. Once again, click on the Local Backup and choose the Browse option. Then, you can pick the appropriate location to save your backup data file.
  4. Furthermore, a test run must be performed to confirm that the data file is accurate before you save it. 
  5. After ensuring everything is fine, hit the OK button > Save it now > Next button. 
  6. Consequently, after completing the backup process, it will start throwing a Confirmation message on the screen. 

Getting the Latest Available Updates of QuickBooks Desktop 

Also, confirm that you are ready with the updated version of QuickBooks Desktop.

  • First of all, the users must switch to Single-User Mode and then hit the Help menu > Update QuickBooks Desktop
  • Afterward, go to the Update Now tab > Get Updates and then the Close button. 
  • Once you are all set, move to the File menu and hit the Exit tab. 
  • You must relaunch your QuickBooks Desktop application to install the updates successfully. 

Cross-Verifying the Total Targets

In addition, the users must ensure that the total targets must be at least 700,000 for the Canada Edition and 500,000 for the UK and South Africa. In that scenario, you are liable for a list and balances conversion.

Switch-Off the Payroll feature in QuickBooks Desktop File

Moreover, it is advisable to switch off the payroll in QBDT before migration to prevent payroll issues post-migration. 

  • In the initial stage, choose the Edit menu and tap the Preferences option.
  • As a result, it will open the Preferences window on the screen, from which you must select the Payroll & Employees option. 
  • Afterward, you are required to click on the Company Preferences tab to resume your ongoing process.
  • Conclude the entire process by hitting the No Payroll option. 

Detailed Steps For QuickBooks Desktop Pro or Premier Edition

  • Primarily, open the QuickBooks Desktop application and sign in to the data file you wish to import.
  • Afterwards, switch to the Company menu and choose Export Company File to QuickBooks Online.
  • Following this, you must click on the highlighted Get Started option.
  • Conclude the process by hitting the Select Destination option and then try signing into your QuickBooks Online account. 

Also See: Print W-2 and W-3 Forms in QuickBooks

Detailed Steps For QuickBooks Desktop Enterprise

  • Begin the procedure by launching QuickBooks Desktop on your workstation and signing in as an admin to the data file you wish to import.
  • Afterward, press the F2 key to bring up the Product Information window to continue with your ongoing process. 
  • Once the Product Information Window loads, press Ctrl + B + Q together and click the OK button at the bottom of the page.

Summarizing the Above!!

After performing the above steps, you can smoothly migrate from QuickBooks Desktop to Online without causing any risk to your data. Thus, it would help you transfer the data from one QuickBooks version to another without the risk of data damage. If you are facing any difficulty or need any migration-related help, connect with our QB experts around the corner. 

Frequently Asked Questions (FAQ’s)

When you run inventory in the QuickBooks Desktop application, the average cost method is used to compute the inventory costs. On the other hand, the online application uses the FIFO method.

Yes, the data stored on the cloud server in the QuickBooks Online application remains safe and secure. The cloud server uses enhanced security features to keep the data safe and prevent it from getting into the wrong hands.

After migrating from QuickBooks Desktop to Online, users can take advantage of the following benefits.

1. Multiple users can work on the same project in different locations simultaneously.
2. You can easily track down your income and expenses by linking your bank or credit card account with QBO.
3. You are not required to prepare the manual backup of your company file.

You won’t be able to transfer the memorized transaction groups to the QBO application because the groups don’t exist there.

Yes, you have a time limit of 60 days from the day you have generated your QBO account to migrate your QuickBooks Desktop data. Within this period, you can migrate the data as many times as you wish. But, after completing this time limit, you won’t be able to migrate the data.

For Immediate Help +1-844-266-9345