Many businesses are now choosing to transfer QuickBooks Desktop to QuickBooks Online (QBO) for better flexibility, cloud access, and reduced maintenance. If you’re wondering “How do I move my QuickBooks Desktop to QuickBooks Online?” or “Can I transfer all my data from QuickBooks Desktop to Online?”, you’re not alone.
This guide explains the QuickBooks Desktop to Online conversion process, what data transfers, what doesn’t, common problems, and the best way to convert QuickBooks Desktop to QBO without losing data.
For expert help and a hassle-free migration, call QuickBooks Migration Specialists at 844-753-8012.
Why Switch from QuickBooks Desktop to QuickBooks Online?
Before diving into the steps, let’s understand why businesses are choosing to switch from QuickBooks Desktop to Online.
Also Read: QuickBooks Pro 2013 on Windows 11: Installation, File Recovery, and Upgrade Options
Benefits of QuickBooks Online
- Access your books anytime, anywhere
- Automatic backups and updates
- No software installation required
- Easy collaboration with accountants
- Integration with modern apps and banks
Unlike Desktop, QBO eliminates hardware dependency and manual upgrades.
Can I Move My QuickBooks Desktop Data to Online?
Yes, you can move your QuickBooks Desktop data to QuickBooks Online, but not all data transfers exactly the same way. QuickBooks provides a built-in QuickBooks Desktop to Online conversion tool, but the process must be followed carefully to avoid data loss.
This process is also known as:
- QuickBooks Desktop to Online conversion
- Migrate QuickBooks Desktop to QBO
- Export data from QuickBooks Desktop to QuickBooks Online
What Data Transfers to QuickBooks Online?
During a QuickBooks Desktop to Online data conversion, the following typically transfers successfully:
- Chart of Accounts
- Customers and Vendors
- Products and Services
- Opening balances
- Invoices, bills, and payments
- Bank transactions
- Sales tax data
What Data Does NOT Transfer to QuickBooks Online?
One of the most important things to understand before converting is what does not transfer.
Data That Usually Does Not Convert
- Audit trail history
- Some custom reports
- Estimates (older versions)
- Payroll transaction details
- Inventory valuation adjustments
- Sales orders and purchase orders (some versions)
Knowing this helps set realistic expectations and plan data cleanup.
📞 Call 844-753-8012 for a pre-conversion assessment to avoid surprises.
How to Transfer QuickBooks Desktop to QuickBooks Online (Step-by-Step)
Below is the step-by-step QuickBooks Desktop to Online migration process.
Also Read: How to Convert QuickBooks 2009 Files to the Latest Version – Complete Upgrade & Data Migration Guide
Step 1: Review Your QuickBooks Desktop File
Before conversion:
- Update QuickBooks Desktop to the latest release
- Verify and rebuild company file data
- Clean up unused lists and accounts
This ensures a smooth QuickBooks migration from Desktop to Online without losing data.
Step 2: Choose the Correct QuickBooks Online Plan
Not all QBO plans support all features.
Choose based on:
- Number of users
- Inventory tracking needs
- Class and location tracking
- Reporting requirements
Selecting the wrong plan is a common conversion mistake.
Step 3: Create a QuickBooks Online Account
Sign up for QuickBooks Online before starting the migration. Use the same email address associated with your Desktop file to avoid permission issues.
Step 4: Use the QuickBooks Desktop to Online Conversion Tool
QuickBooks Desktop includes a built-in export feature.
Conversion Steps:
- Open QuickBooks Desktop
- Go to Company > Export Company File to QuickBooks Online
- Sign in to your QuickBooks Online account
- Select the company file to export
- Start the migration process
This is the official QuickBooks Desktop to Online conversion tool.
Step 5: Monitor the Conversion Process
The conversion time depends on:
- File size
- Number of transactions
- Internet speed
How long does QuickBooks Desktop to Online conversion take?
It can take anywhere from 30 minutes to several hours.
Step 6: Review Data After Migration
Once complete:
- Compare balances
- Check customer and vendor lists
- Review reports
- Confirm sales tax and inventory
This step is crucial to confirm successful QuickBooks Desktop to Online data conversion.
QuickBooks Desktop to Online Checklist
Use this checklist before converting:
✔ Back up Desktop company file
✔ Update QuickBooks Desktop
✔ Clean up lists
✔ Choose correct QBO plan
✔ Verify and rebuild data
✔ Review post-conversion reports
This QuickBooks Desktop to Online checklist helps prevent common errors.
Problems Converting QuickBooks Desktop to Online
Many users encounter issues such as:
- Data mismatch
- Missing transactions
- Conversion stuck or failed
- Inventory errors
- Payroll data not transferring
These problems converting QuickBooks Desktop to Online usually occur due to file damage or incorrect setup.
📞 Call 844-753-8012 to resolve conversion issues quickly.
Best Way to Convert QuickBooks Desktop to QBO
The best way to convert QuickBooks Desktop to QBO depends on:
- File size
- Business complexity
- Payroll and inventory usage
- Reporting requirements
For simple files, the built-in tool works. For complex businesses, professional migration is highly recommended.
Do I Need Special Software to Migrate QuickBooks to Online?
No additional software is required. QuickBooks provides a built-in export tool. However, special expertise is often needed for:
- Data cleanup
- Payroll handling
- Inventory reconciliation
- Historical data accuracy
Will I Lose Any Data When Switching to QuickBooks Online?
You should not lose critical data if the conversion is done correctly. However:
- Some historical details may not transfer
- Reports may need to be recreated
- Payroll data may need manual adjustments
This is why expert-led migration is the safest approach.
Can I Still Access My Old QuickBooks Desktop File After Conversion?
Yes. Your QuickBooks Desktop file remains unchanged after conversion. You can still access it in read-only mode for historical reference.
How Much Does It Cost to Convert QuickBooks Desktop to Online?
Costs vary depending on:
- File size
- Complexity
- Payroll and inventory setup
- Cleanup and reconciliation needs
DIY migration may be free, but professional conversion ensures accuracy and saves time.
📞 Call 844-753-8012 for a personalized quote.
Is It Hard to Switch from QuickBooks Desktop to Online?
For small businesses with simple data, it’s manageable. For larger businesses, it can be complex and time-consuming.
That’s why many companies choose to hire an expert to move QuickBooks Desktop to Online.
Should I Hire an Expert to Move QuickBooks Desktop to Online?
You should hire an expert if:
- Your file is large or old
- You use payroll or inventory
- You need historical accuracy
- You can’t afford downtime
A professional ensures a smooth QuickBooks Desktop to Online conversion with no surprises.
Final Thoughts
Learning how to transfer QuickBooks Desktop to QuickBooks Online is an important step toward modern, cloud-based accounting. While QuickBooks provides a built-in conversion tool, successful migration requires planning, cleanup, and careful review.
Don’t risk data loss or business disruption.
📞 Call 844-753-8012 today to speak with QuickBooks migration experts and move your Desktop data to QuickBooks Online safely and efficiently.
Frequently Asked Questions (FAQs) – QuickBooks Desktop to Online Conversion
1. How do I transfer QuickBooks Desktop to QuickBooks Online?
To transfer QuickBooks Desktop to QuickBooks Online, you need to use the built-in QuickBooks Desktop to Online conversion tool. The process includes backing up your file, cleaning up data, exporting the company file, and reviewing the converted data in QuickBooks Online.
2. Can I transfer all my data from QuickBooks Desktop to Online?
Most core data transfers successfully, including customers, vendors, chart of accounts, invoices, bills, and transactions. However, not all data transfers perfectly, such as some custom reports, payroll details, and audit trail history.
3. What data does not transfer to QuickBooks Online?
Data that usually does not transfer includes:
- Audit trail history
- Some payroll details
- Certain custom and memorized reports
- Estimates from older Desktop versions
- Inventory adjustments and assembly builds
Reviewing this before migration helps avoid surprises.
4. Is it hard to switch from QuickBooks Desktop to Online?
For small and simple company files, switching is relatively easy. However, for businesses with large files, inventory, payroll, or years of historical data, the process can be complex and time-consuming without expert help.
5. How long does QuickBooks Desktop to Online conversion take?
The conversion time depends on file size and data complexity. On average, QuickBooks Desktop to Online conversion takes 30 minutes to several hours, with additional time needed for post-migration review and adjustments.
6. Do I need special software to migrate QuickBooks to Online?
No, special software is not required. QuickBooks provides a built-in QuickBooks Desktop to Online conversion tool, but professional assistance may be needed for data cleanup, verification, and troubleshooting.
7. Will I lose any data when switching to QuickBooks Online?
You should not lose essential data if the migration is done correctly. However, some historical details may not transfer fully, and reports may need to be recreated. Proper preparation minimizes the risk of data loss.
8. Can I still access my old QuickBooks Desktop file after conversion?
Yes. Your original QuickBooks Desktop file remains unchanged and accessible in read-only mode after conversion. This allows you to reference historical data whenever needed.
9. How much does it cost to convert QuickBooks Desktop to Online?
The cost varies depending on company file size, complexity, inventory usage, payroll setup, and data cleanup needs. DIY conversion may be free, while professional migration services may involve a fee.
📞 Call 844-753-8012 for a customized migration quote.
10. What are common problems converting QuickBooks Desktop to Online?
Common issues include missing data, incorrect balances, inventory discrepancies, payroll limitations, and conversion failures. These problems often occur due to file damage or incomplete preparation before migration.
11. Should I hire an expert to move QuickBooks Desktop to Online?
Hiring an expert is recommended if you have:
- Large or old company files
- Payroll and inventory tracking
- Complex reporting needs
- Limited time or technical experience
Expert assistance ensures accurate QuickBooks Desktop to Online data conversion.
12. Is QuickBooks Online better than QuickBooks Desktop?
QuickBooks Online offers cloud access, automatic updates, easier collaboration, and lower maintenance. QuickBooks Desktop may still be better for certain advanced accounting needs. The best choice depends on your business requirements.
