If you’re considering the move from QuickBooks Desktop to QuickBooks Online, you’re not alone. Businesses today demand flexibility, automation, and remote access—features that QuickBooks Online delivers better than its desktop counterpart. However, migrating accounting software can feel overwhelming without the right guidance.
This comprehensive, human-written guide provides a simple 7-step migration checklist to help you migrate QuickBooks Desktop to Online smoothly, with minimal disruption to your business. Whether you’re a business owner, accountant, or bookkeeper, this article will walk you through each stage with clarity and confidence.
For expert help, don’t hesitate to call our QuickBooks migration support at +1(866)408-0544.
Why Migrate QuickBooks Desktop to Online?
Before jumping into the steps, let’s understand why it makes s
ense to migrate QuickBooks Desktop to Online:
Cloud Access: Work from anywhere with an internet connection.
Automatic Updates & Backups: Always up to date with no manual installs.
Real-Time Collaboration: Share access with accountants and team members.
Third-Party Integration: Seamlessly connect with apps like PayPal, Shopify, and more.
Mobile Access: Use QuickBooks on smartphones and tablets.
These features are especially useful for small to mid-sized businesses that value agility and scalability.
7-Step Checklist to Migrate QuickBooks Desktop to Online
Here’s a step-by-step checklist to migrate QuickBooks Desktop to Online without losing any vital data.
Step 1: Prepare Your QuickBooks Desktop File
The first step is preparing your QuickBooks Desktop file for migration. Make sure your data is clean and your software is up-to-date.
Tasks to Complete:
Use QuickBooks Desktop 2020 or newer for best results.
Update your company file by going to Help > Update QuickBooks Desktop.
Reconcile accounts and clear any duplicate entries or unclassified transactions.
Create a backup of your company file before proceeding.
Tip: Remove any old or inactive lists like vendors, customers, or items that you no longer need.
Step 2: Sign Up for QuickBooks Online
You can’t migrate without a QuickBooks Online account, so go ahead and sign up.
Choose a plan based on your needs:
Simple Start – for solopreneurs
Essentials – for teams that need to manage bills and time
Plus – for tracking inventory and managing projects
Advanced – for businesses that require advanced reporting and controls
Visit the official QuickBooks site and register. Don’t forget: you get a 30-day free trial.
Step 3: Use the In-Product Migration Tool
Intuit provides a built-in tool to help you migrate QuickBooks Desktop to Online.
Follow these steps inside QuickBooks Desktop:
Open your QuickBooks Desktop file as an admin in single-user mode.
Go to Company > Export Company File to QuickBooks Online.
Log in to your QuickBooks Online account when prompted.
Choose whether or not to bring over inventory (Note: Inventory uses FIFO method in QBO).
Important Note: The size of your file must be under 350,000 targets. Use F2 inside QuickBooks to view your file info.
Step 4: Choose What Data to Transfer
You’ll have options on what to bring over:
All lists and transactions (best for small companies)
Lists only (chart of accounts, customers, vendors, items)
No data, just start fresh
Make sure to take screenshots or download reports for any non-transferable features.
Step 5: Verify Your Data in QuickBooks Online
Once the migration is complete (typically 30 minutes to 2 hours), it’s time to verify your data in QuickBooks Online.
What to review:
Profit and Loss
Balance Sheet
Bank account balances
Customer and vendor lists
Invoices and bills
Chart of Accounts
Steps:
Run reports from both Desktop and Online.
Compare balances to ensure accuracy.
Look out for rounding errors or date mismatches.
If something seems off, contact support at +1(866)408-0544 for free migration troubleshooting.
Step 6: Customize Your Settings in QBO
QuickBooks Online comes with different navigation and settings. To ensure smooth operations, reconfigure your settings:
Go to Settings > Account and Settings
Set up sales form content, like invoice templates
Enable/disable sales tax, time tracking, or projects
Connect bank accounts and payment methods
Also, review and recreate:
Recurring transactions
User roles and permissions
Custom reports
This step is crucial for ensuring a seamless experience post-migration.
Step 7: Get Your Team Onboarded
Now that your file has been migrated and verified, it’s time to train your team on the new platform.
What to do:
Invite users via Settings > Manage Users
Host a training session for your team
Set up a QuickBooks Online mobile app for each user
Walk through tasks like creating invoices, running reports, and reconciling accounts
Bonus Tip: Bookmark important reports for faster access.
Need Help with the Migration?
Moving from QuickBooks Desktop to Online isn’t always as easy as it sounds. If you’re facing issues with missing data, errors, or inventory mismatches, reach out to our certified migration experts.
Call now: +1(866)408-0544 for free migration assistance.
We help with:
Error-free data transfer
Custom QuickBooks Online setup
Training and onboarding
Post-migration support
Quick Recap: 7-Step Checklist
Step
Task Description
1. Prepare your Desktop company file
2. Sign up for QuickBooks Online
3. Use the built-in migration tool
4. Select what data to move
5. Verify everything in QBO
6. Customize settings post-migration
7. Train and onboard your team
Final Thoughts
The decision to migrate QuickBooks Desktop to Online can save time, reduce IT costs, and give your business the freedom to operate from anywhere. While the process may seem technical, this 7-step checklist simplifies the journey from legacy software to a cloud-first future.
With proper planning, professional support, and a clear understanding of what to expect, you can complete your QuickBooks migration with zero data loss and minimal downtime.
Need hands-on help? Call our dedicated QuickBooks migration experts today at +1(866)408-0544. We're here to make your transition smooth and successful.