Guide
Moving From QuickBooks Desktop to QuickBooks Online: What to Know Before You Switch
Thinking about moving from QuickBooks Desktop to QuickBooks Online? Here is what converts, what doesn’t, how to prepare your file and how to switch without losing history.
Short answer: Clean up and back up your Desktop file, check it for errors, convert it with Intuit’s migration tool, then compare balance sheets and key reports between the two systems before you rely on QuickBooks Online. Most history comes over, but some features and reports work differently online.
Why businesses are moving
Intuit has stopped selling most QuickBooks Desktop plans to new U.S. customers and retires older versions on a schedule. QuickBooks Online also works from anywhere and connects to more apps.
What converts, and what doesn’t
- Usually converts: customers, vendors, items, accounts and most transactions.
- May not convert or works differently: some reports, custom fields, certain inventory methods and older payroll details.
- Needs setup again: bank feeds, app connections, users and recurring transactions.
The plan
- Back up the Desktop file and keep it.
- Verify and rebuild the file to fix data errors.
- Pick a cutover date, often the end of a month or quarter.
- Convert with Intuit’s migration tool.
- Compare balance sheets, profit and loss and open invoices between the two.
- Reconnect bank feeds, payroll and apps.
- Train everyone on what works differently.
We handle conversions remotely and check the numbers for you. See QuickBooks Desktop to Online migration.
Frequently asked questions
Can I keep using QuickBooks Desktop?
Existing versions keep working until Intuit retires them, but they lose updates and support over time. Planning the move now avoids a rushed switch.
Will my accountant still be able to work with me?
Yes. Accountants can be invited to QuickBooks Online and work from anywhere.