Migrating QuickBooks Desktop to Online

Error-Free Way for Migrating QuickBooks Desktop to Online

Are you seeking a quick guide on migrating QuickBooks Desktop to Online? If so, this blog provides the necessary steps. Whether you aim to upgrade your software to a different version or migrate from QuickBooks Desktop to QuickBooks Online, this guide can assist you. It’s important to note that issues such as software malfunctioning or disappearing options may arise during this transition.

The decision to move from QuickBooks Desktop to QuickBooks Online hinges on factors like the complexity of your company file. This file contains vital business data such as inventory, employee information, customer lists, banking history, and accounting records. Evaluating the complexity of your company file is crucial for determining the feasibility and success of the migration process.

Click Here to Migrate QuickBooks Desktop to Online

What are the Advantages of Transitioning from QB Desktop to Online?

There are numerous benefits associated with migrating from QuickBooks Desktop to Online, including:

  • Accessibility: Manage your business from any location using the mobile app, enabling transactions, generating reports, and sending invoices directly from your smartphone or tablet.
  • Collaboration: Collaborate across teams and devices simultaneously, with multiple users included at no additional cost. Provide accountants with real-time access to accurate insights.
  • Reduced IT Overhead: Say goodbye to desktop-related issues with secure, automatically backed-up data and seamless updates.
  • Automatic Tracking: Link bank accounts to track and categorize transactions automatically.
  • Unified Ecosystem: Access integrated services such as Payroll, Payments, Time Tracking, and various apps.

Step-by-Step Process for Migrating to QuickBooks Online

To migrate your QuickBooks Desktop to QuickBooks Online, it’s essential for you to follow a series of meticulous steps to achieve the desired outcome. Here’s a breakdown of these steps:

Step 1: Prepare Your Desktop File

  • Note: After creating your QuickBooks Online account, you have a 60-day window to transfer your data. Log into QuickBooks Online and verify your company’s age, then refresh the page for personalized information.
  1. First and foremost, ensure that QuickBooks is updated. 

To verify your release and version, press F2 or Ctrl+1. For smoother migration, you should have any of the following QuickBooks releases and newer versions: 2022 R5, 2021 R10, 2020 R15, or 2019 R17.

  1. Check that there’s sufficient space in your company file for exporting. 
    • The total number of items to be transferred to QuickBooks Online must be less than 750,000. You can ascertain this by using the Ctrl+1 keyboard shortcut. If the amount exceeds the limit, you must either import lists and balances into QBO or start anew.
    • Determine which data goes online and which doesn’t with QuickBooks. 
  1. Print your Sales Tax Liability report, as it you will require them to input adjustment entries post-migration.
    • To do so, navigate to Reports, select Vendors & Payables, and then choose Sales Tax Liability
    • Opt for “All” from the Dates dropdown menu, and save the report as a PDF file by clicking Save in your preferred folder after naming it.
  1. If you’re using QuickBooks Desktop Payroll, deactivate or terminate any employees who’ve left your company and haven’t been paid for the current year. 
    • Ensure that your data is migrated two or three days after running payroll to ensure that your payroll information is transferred to QuickBooks Online. Additionally, complete the data transfer before the subsequent payroll run.

Step 2: Migrate Your File from QuickBooks Desktop to QuickBooks Online

Note: If your QuickBooks version is 2020 or older, an online tool is available to transfer your data to QuickBooks Online.

For QuickBooks Desktop Premier or Pro:

  1. Log in as an administrator.
  2. Click on “Export Your Company File to QuickBooks Online” from the Company menu at the top of your screen.
  3. Click “Get started.
  4. Log in to your QuickBooks Online account with all the administrator rights.
  5. Click on the”Select online company” option and then select the company you want to replace with your company file.
  6. Click “Continue.”
  7. If you use QuickBooks Desktop to track your financial inventory:
    • Enter the as-of date after selecting “Yes” to invite them over.
    • Note: The inventory should begin the first day after your most recent tax filing period.
    • Choose “No” if you prefer to add more items to QuickBooks Online later.
  8. Type “Agree” in the text area and click “Replace.”
  9. Proceed to replace the data by clicking “Replace” after selecting “Yes, go ahead and replace the data.”

Step 3: Prepare to Utilize QuickBooks Online

Plan your actions post-migration from QuickBooks Desktop to QuickBooks Online.

  1. Link your credit card or bank account.
  2. Create and send invoices to your clients.
    • Note: Set up location-based sales tax in QuickBooks if you track sales tax.
  3. Familiarize yourself with managing expenses and payments in QuickBooks.
  4. Refer to the tutorial on setting up and managing payroll in QuickBooks Online if you use payroll.
    • Note: Access this tutorial by logging into QuickBooks Online.
  5. Open QuickBooks Online and get started.

The steps above guide users through migrating QuickBooks Desktop to Online version and understanding the advantages of utilizing QuickBooks Online. The initial step outlines preparing the desktop file, the second involves transferring your QB Desktop Pro file to QuickBooks Online, and the third involves preparing to utilize QuickBooks Online. Should you have any additional questions regarding any step or aspect discussed in the blog, you can promptly contact +1.833.802.0002 and converse with an online expert.

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