Converting a QuickBooks Desktop file to
QuickBooks Online
Ready to convert your files from QuickBooks Pro or Premier to QuickBooks Online? If so,
follow these 6 simple steps, and you’ll be up and running in no time.
Some important things to note before you start:
Quick Reminder: There are a few limitations to keep in mind before you begin. Your data will not
import if:
• Multi-currency is turned on.
• You have build assemblies in inventory.
• You use units of measure in inventory.
• You have more than 350,000 transactions.
If any of these limitations apply to you, our “Do it for me” conversion service can help. Call us at
1-866-854-7605 for more information.
Other import limitations
Payroll data will be converted into QuickBooks Online. However, further setup is needed after
conversion. See page 7 for more information.
Inventory counts will be imported, but inventory detail must be entered manually. Because
there is some loss of functionality such as multiple units of measure and build assemblies,
some businesses with complex inventory needs may not be able to use QuickBooks Online.
See page 7 for more information.
1
Converting a QuickBooks Desktop file to
QuickBooks Online
Step 1.
Sign up for a QuickBooks Online account. It’s simple to set up, please visit our website
to register.
If you already have a QuickBooks Online account, you can sign in here.
Signing in takes you to your dashboard.
2
Converting a QuickBooks Desktop file to
QuickBooks Online
Step 2.
To begin, click on the gear icon ( ) in the upper right-hand corner and select
Import Desktop Data.
Select the QuickBooks Desktop version that you are converting from.
Follow the on-screen instructions. The entire next step is carried out in your desktop file.
Note: If you’re using QuickBooks 2011 and earlier, you’ll need to update your version before you
can export the data into QuickBooks Online. Select QuickBooks for Windows 2011 and below
and follow the on screen instructions.
3
Converting a QuickBooks Desktop file to
QuickBooks Online
Step 3.
Open your existing Pro or Premier desktop product. You’ll want to make sure you have the most
recent update of your QuickBooks version, so from the Help menu, choose Update QuickBooks.
Tip: Don’t forget to restart QuickBooks after the Update has been downloaded.
Start your export to QuickBooks Online by selecting Export Company File to QuickBooks
Online from the Company menu.
Sign in to QuickBooks Online and click Submit.
4
Converting a QuickBooks Desktop file to
QuickBooks Online
Step 3 continued.
Select the QuickBooks Online company file you created at the beginning of this process.
Click Continue.
Confirm your choice by clicking OK, got it.
5
Converting a QuickBooks Desktop file to
QuickBooks Online
Step 4.
Check your inbox for your email.
Step 5.
Click the link and sign in.
You are now signed in to QuickBooks Online. In order to view your company from your
QuickBooks Online dashboard and sign in here.
6
Converting a QuickBooks Desktop file to
QuickBooks Online
Step 6.
Your file has been converted to QuickBooks Online. Make sure that all data converted properly
by comparing reports in both programs. Run both a Balance Sheet and a Profit and Loss report
filtered for all dates. Any payroll data and sales tax filings transfer seamlessly. And you can pick
up right where you left off with reconciling.
If you are using payroll and/or inventory, here are the additional steps
you’ll need to complete:
Payroll: Once the file is converted, there are a few tasks to complete before you can begin
using payroll. First, select Employees from the menu bar and click Turn on Payroll. Follow the
onscreen prompts. Next, complete employee profile information. Finally, enter 2014 prior pay
details. You’re now ready to begin processing payroll in QuickBooks Online.
Inventory: Inventory items are added, and the balance in the Inventory Asset account is correct.
However, quantity on hand and cost data may not convert and will need to be completed after
conversion. Turn on inventory tracking under Company Settings. Review each inventory item for
proper quantity and cost. (Not all data is converted across).
Congratulations on your decision to convert to QuickBooks Online!
Please provide us feedback by clicking on the gear icon ( ) in the upper right-hand corner
and selecting Feedback under Your Company, so we can continue to improve the
conversion experience!
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