Before You Start

This guide assumes you have administrator access to both QuickBooks Desktop and Online. A current backup of your QBD file is essential.

Overview

60 min
Estimated Time
Advanced
Difficulty
Initial
Maintenance

What You’ll Learn

  • Preparing your Desktop file for optimal conversion
  • Understanding data migration limitations (e.g., file size)
  • Verifying inventory and other key data post-conversion
  • Troubleshooting common conversion issues
  • Reconciling initial balances in QuickBooks Online

1. Preparation Steps

Before starting the conversion, ensure these steps are completed:

Required Actions

  • Create a final backup of your QBD file.
  • Run ‘Verify Data’ and ‘Rebuild Data’ utilities.
  • Ensure all payroll liabilities are paid (if applicable).
  • Condense or clean up large transactional data (if applicable).

Recommended Actions

  • Export list data (Customers, Vendors, Items) to Excel.
  • Print key reports (Balance Sheet, P&L, Inventory Valuation) for comparison.
  • Clear any outstanding undeposited funds.

2. Understanding Conversion Nuances

QuickBooks Desktop and Online have significant differences.

Data Conversion Considerations

What Converts:
  • Chart of Accounts
  • Customers, Vendors, Items/Services
  • Historical Transactions (up to certain limits)
  • Employee lists (without full payroll history)
What Doesn’t Convert (or changes):
  • Bank feeds & Recurring transactions
  • Memorized reports and transactions
  • Payroll data (requires re-setup)
  • Custom fields (some may not map)

Expert Tip: For files over 750,000 “targets” (names, items, accounts, transactions), Intuit’s built-in converter might fail. Consider a clean start or specialized migration tools for very large files.

3. The Conversion Process

Here is a sample data manifest, showing what gets migrated.

{
  "conversion_date": "2025-10-25",
  "desktop_version": "QuickBooks Desktop Pro 2024",
  "online_subscription": "QuickBooks Online Advanced",
  "converted_entities": {
    "accounts": 120,
    "customers": 500,
    "vendors": 250,
    "transactions_migrated": 15000
  },
  "warnings_count": 3
}

4. Performing the Conversion

  1. 1

    Initiate Export from QBD

    Open your QuickBooks Desktop file. Go to Company > Export Company File to QuickBooks Online.

  2. 2

    Log in to QuickBooks Online

    You’ll be prompted to sign in to your Intuit account. Select the QuickBooks Online company where you wish to import the data.

  3. 3

    Confirm Data Mapping & Start Conversion

    Follow the on-screen instructions to confirm the conversion. The process can take anywhere from a few minutes to several hours depending on file size.

Common Error: File Size Exceeded

If your QBD file is too large (over 750K “targets”), the conversion might fail or take an extremely long time. Review data cleanup options or contact Intuit support for specialized tools.

5. Post-Conversion Verification

Verification Checklist

  • Compare Balance Sheet as of conversion date in both QBD and QBO.
  • Verify Profit & Loss Statement for a key historical period.
  • Check inventory quantities and values for accuracy.
  • Ensure customer and vendor balances are correct.
  • Confirm bank and credit card account balances.

Need Help?

Get Support

Having trouble with the migration? Our conversion experts can ensure a smooth transition and data integrity for your business.

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