Qb 2018

Upgrade your company file to QuickBooks Online

If you are moving from an older version of QuickBooks Desktop (such as Pro, Premier, or Enterprise) to QuickBooks Online, you will need to export your data and import it into your new online company. Because QuickBooks Online is a cloud-based service, the process is different from installing a desktop upgrade.

Here is what you need to know about moving your data and ensuring a smooth transition.

Prepare your desktop data for export

Before you begin, ensure your desktop company file is ready for the move.

• Update your desktop file: It is best practice to update your existing desktop software to the latest release available for your year version. This minimizes data errors during the export process.
• Check compatibility: QuickBooks Online supports imports from QuickBooks Desktop Pro, Premier, and Enterprise (US versions) generally dating back several years. If you are using a very old version (for example, 2009 or older), the data may not be compatible with direct export tools.
• Large files: If your desktop file is very large or contains a high volume of transactions, the import process may take longer or require you to condense your data in the desktop version before moving.

Export data from QuickBooks Desktop

Once your file is ready, you must export it specifically for QuickBooks Online.

1. Open your company file in QuickBooks Desktop.
2. Log in as the Admin user.
3. Go to the Company menu.
4. Select Export Company File to QuickBooks Online.
5. Follow the on-screen prompts to sign in to your QuickBooks Online account and prepare the data.

Note: This process creates a copy of your data; your original desktop file remains unchanged.

Import data into QuickBooks Online

After the export is complete, you will finalize the move in QuickBooks Online.

1. Sign in to your QuickBooks Online account.
2. If prompted, select the company file you want to import, or go to Settings (the gear icon) and choose Import Data.
3. Follow the instructions to upload the file and map your accounts.

QuickBooks Online will guide you through a review process to ensure your lists, balances, and transactions transferred correctly.

Review and reconcile after the move

Once the data is in QuickBooks Online, it is crucial to verify the accuracy of the information.

• Compare balances: Check your Balance Sheet and Profit & Loss reports in both the old and new systems to ensure opening balances match.
• Verify lists: Review your Customer, Vendor, and Product/Service lists to ensure no data was missed.
• Reconcile: You may need to reconcile your bank and credit card accounts again in QuickBooks Online to ensure your opening balances are correct for future transactions.

Third-party integrations and payroll

If you used third-party applications (such as AvaTax) or specific payroll features in your desktop version, you will need to set these up again in QuickBooks Online.

• Payroll: QuickBooks Online Payroll is a separate service. If you were processing payroll in Desktop, you will need to subscribe to a QuickBooks Online Payroll plan and enter your employee and tax setup details. Historical payroll data does not always transfer completely.
• Sales Tax: If you used an external sales tax automation service, check the QuickBooks Online App Store to see if an integration is available, or contact the provider for instructions on connecting to the online platform.

Troubleshooting common issues

If you encounter errors during the export or import process, try these steps:

• Update Internet Explorer: QuickBooks Desktop relies on Internet Explorer components for internet connectivity, even if you use other browsers. Ensuring Internet Explorer is updated can resolve connectivity errors during the export phase.
• Data conversion errors: If you receive a “Data Conversion Error,” it may be due to list limits or damaged data in the original file. Running the Verify Data and Rebuild Data utilities in QuickBooks Desktop (under the File > Utilities menu) before exporting can often fix these issues.
• Very old versions: If your desktop version is too old to export directly (e.g., versions from 2008 or earlier), you may need to find an accountant or professional who can update the file to an intermediate desktop version first, or manually re-enter your data into QuickBooks Online.

Need more help?

If you run into issues that you cannot resolve, or if you need assistance with complex data conversions, we recommend contacting QuickBooks support or consulting with a ProAdvisor who specializes in data migration.