How to Export QuickBooks Online to Desktop and Vice versa?

How to Export QuickBooks Online to Desktop and Vice versa?

Intuit provides both QuickBooks desktop and online applications for its users. Some users may believe using the QuickBooks Desktop as this software offers more features whereas some prefer to operate QuickBooks Online as it is quite convenient and can be accessed from anywhere online. However, there can be occasions when you want to export QuickBooks Online to Desktop version or vice versa.

To perform this company data transfer procedure, one should be guided right. Thus, ErrorGenie brings you this guide so you can get easy instructions to export from QuickBooks Online to QuickBooks Desktop and vice versa.

Requirements and Limitations for QuickBooks Online Export to Desktop Version

Before you move your data from QuickBooks Online to QuickBooks Desktop, you will have to take care of certain requirements. Have a look at the following details:

  • The option for exporting the data into the QuickBooks software is available in the QuickBooks Online US version only.
  • To use the QuickBooks export option, you need to run QuickBooks as Company Administrator, Master Administrator, or an invited accountant.
  • Make sure you run Internet Explorer 10 or higher to perform the export.
  • QuickBooks Desktop should be installed with the supported version on your Windows or Mac computer on which you will perform the export.

Besides meeting these requirements, there are some limitations you will have to take care of while exporting the data from QuickBooks Online to QuickBooks Desktop. For instance, if you are using the Multicurrency service in QuickBooks Online, it is not suggested to move your data from the online to the desktop version of QuickBooks. Even if you do so, the data will not correctly export.

How to Export from QuickBooks Online to QuickBooks Desktop?

There are existing users of QuickBooks who run their accounting platform on Windows or Mac computers. In the following detail, we will show you how to export QuickBooks Online to Desktop data on both Windows and Mac computers as well. For detailed steps, you can walk through the following steps:

Export QuickBooks Online to Desktop Data on Windows

Since you are going to export data from QuickBooks Online to QuickBooks Desktop, you will have to log in to your QuickBooks Online. After doing so, you can go to the Gear icon to locate the Export Data feature. From here, you can download the company data. You may also have to follow the on-screen prompts afterward. Let’s pursue the detailed steps:

  • Open “Internet Explorer” on your computer and log into the “QuickBooks Online” account.
  • Then, click on the “Gear” icon you see on the top right of your screen.
  • From here, you can select the “Export Data” option.
  • Here, you may have to enter the reason why you are exporting the client’s data. Once you specify the reasons, click the “Continue” button.
  • From the “Moving to QuickBooks Desktop” section, you can click on “Learn more”.
  • Then, click the “Learn more” button again under the “Download company data” option.
  • When you see the “Export Overview” screen, you can review the data and press the “Get Started” button.
  • At this point, you can choose the “Continue to Download” button from the “Exporting from QuickBooks Online” screen.

As you perform the aforementioned steps, the data starts downloading. Later, you can follow the instructions displayed on your screen to complete the process.

Export QuickBooks Online to Desktop Data on Mac

The procedure of exporting QuickBooks Online to QuickBooks Desktop for Mac is quite different. First, you will have to export the data from QuickBooks Online to the Desktop version. After that, you need to convert your company file to Mac so that you can restore the file in QuickBooks Desktop for Mac. For better insights, you can carry out the following steps:

  • After you export the data from one to the desktop version, you can convert your company file to Mac PC. For that, you can do the following:
    • Launch the company file on “QuickBooks Desktop” for Windows.
    • Then, re-sort the list.
    • After this, perform the “Rebuild Data and Verify Data” utilities.
  • Now, you need to open the “File” menu.
  • Select the “Utilities” option.
  • Now, you can click on the “Copy Company File for QuickBooks Desktop for Mac” option. This will create the “MAC.QBB” file on your computer that you can restore in QuickBooks Desktop for Mac.
  • After that, you can save the file in a particular location on your computer.

Note: Please create a backup copy of your company data to avoid any data loss.

  • Now, you can restore the data in QuickBooks Desktop for Mac. To do so, you can go through the following instructions:
    • Go to the “No Company Open” window.
    • Click on the “Browse” button.
    • Here, you can find the file you want to open.
    • If the QuickBooks Desktop for Windows file is saved in the external drive, it is suggested to transfer it to the local area on the PC you are working with. This will prevent you from data corruption.
    • When you get a prompt if you prefer to restore the QuickBooks for Windows file, you can press the “OK” button to continue.
    • At this point, you can type the appropriate name for the file you restored.
    • Once done, click the “Save” button.

This is how you can convert the data of your company file from the QuickBooks Online version and restore it into the QuickBooks Desktop for Mac. Now, you have learned to export your QuickBooks Online data to QuickBooks Desktop for Windows and Mac PCs.

Requirements and Limitations for Export QuickBooks Desktop to QuickBooks Online

There are a number of requirements you need to meet to successfully export the company file from desktop to online version. In addition, there are certain limitations you should be aware of. Get the QuickBooks Desktop file with the following requirements and limitations:

  • You can move the company file only within 60 days after you sign up to QuickBooks Online.
  • Instead of a company file, you can move the lists if you have set up the payroll service already in QuickBooks Online.
  • Some reports and lists will not be converted due to indifferent features.
  • Before you proceed with the export process, make sure your QuickBooks is updated.
  • Also, you need to verify if the company file is too big. Make sure the file size is not that large to export.

Once you ensure the aforesaid requirements, you can continue to export. To export QuickBooks Desktop to QuickBooks Online, you don’t need to start all over again. All you just have to do is convert the desktop file and move it to the QuickBooks Online company. Read more in further discussion.

How to Export QuickBooks Desktop to Online?

To proceed, you need to import the desktop file to your QuickBooks Online account. The procedure for QuickBooks Desktop Pro or Premier and Enterprise can be different. Here, we will show you to export QuickBooks Desktop to Online version for the following QuickBooks editions:

QuickBooks Desktop Premier or Pro

  • Log in to the company file you want to import with administrative rights.
  • Then, click on the “Company” menu.
  • After this, click on the “Export Company File to QuickBooks Online” option.
  • Here, choose the “Start your export” button
  • Thereafter, you sign in to the “QuickBooks Online” company file as an admin.
  • If you have the track inventory in your QuickBooks Desktop, you will have to pursue the following steps:
    • Click the “Yes” button to bring over the track inventory. Then, mention the “As Of” date in the dedicated field.
    • If you prefer to set up the new items later in your QuickBooks online then press the “No” button here. Please note that only QuickBooks Online Advanced and Plus can track the inventory. Both the plans use the method of FIFO.
  • Now, you can click on the “Choose online company” drop-down arrow to select the “QuickBooks Online company” that you wish to replace with the company file.
  • Once done, hit the “Continue” option.
  • After this, you can type “Agree” in the field and choose the “Replace” button.
  • Here, you can choose the “Yes”, go ahead and replace the date” option.
  • Press the “Replace” button.

QuickBooks Desktop Enterprise

  • Make sure you are logged in to the company file (that you need to import) as an admin.
  • Then, press the “Ctrl + 1” key. This will open the “Product Information” screen.
  • After this, you can press the “Ctrl + B + Q” key combination and press the “OK” button. This will show the export window.
  • Here, you can hit the “Get Started” button.
  • Now, log in to the “QuickBooks Online” company file as an admin.
  • If you are using the track inventory in your QuickBooks Desktop, you need to perform the following steps:
    • Click the “Yes” button to open the track inventory. Then, add the “As Of” date in the dedicated field.
    • If you choose to set up the new items later in your QuickBooks Online then press the “No” button. Please note that only QuickBooks Online Advanced and Plus can track the inventory. Both the plans use the method of FIFO.
  • Click on the “Choose online company” drop-down arrow to choose the “QuickBooks Online company” that you wish to replace with the company file.
  • Now, hit the “Continue” option.
  • After this, you can type “Agree” in the field and choose the “Replace” button.
  • Here, you can choose the “Yes”, go ahead and replace the date” option.
  • Press the “Replace” button.

While performing these steps, you may receive an error. You can fix them to successfully export QuickBooks Desktop to QuickBooks Online. Once the data moving process is completed, you should match the books. For this, financial reports can be used. If you are a Mac user, you can also move QuickBooks Desktop to QuickBooks Online.

Winding Up

QuickBooks Online is quite flexible whereas QuickBooks Desktop provides more smart features. If you are willing to move your company file from desktop to online or online to desktop, you should be aware of the requirements and limitations. Here, we have explained it already. Along with this, we discussed how you can export data from QuickBooks Online to QuickBooks Desktop and vice versa for Mac and Windows computers.

Learn more about QuickBooks features such as sharing your QuickBooks Online with your accountant:

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