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QuickBooks Desktop to Online Conversion

Switching from QuickBooks Desktop to QuickBooks Online can be a smart idea for your business. This not only ensures the security of your company's information but also enhances overall productivity. Additionally, QuickBooks Online offers the advantage of 24/7 accessibility, and both you and your accounting team can access the data anytime, anywhere.
AccPac to QuickBooks Data Conversion​


Why Should You Convert From QuickBooks Desktop to Online?

  • Cloud-Based Accessibility: QuickBooks Online provides the flexibility of accessing your data from anywhere anytime, thanks to its cloud-based server.

  • Automatic Backups:  Automatic backup ensure that your data is backed up effortlessly. If something goes wrong with your system, you won’t lose any of your financial information.

  • Mobile-Friendly Interface: In comparison to QuickBooks Desktop, QuickBooks Online offers more user-friendly experience on mobile devices by facilitating efficient management tasks.

  • Enhanced Integration Capability: QuickBooks Online seamlessly integrates with various business applications, enhancing its versatility and making it a preferred solution over QuickBooks Desktop.

Benefits of Choosing eBetterBooks for QuickBooks Desktop to Online Data Conversion Services

Benefits of Choosing eBetterBooks for QuickBooks Desktop to Online Data Migration Services

System Requirements for a Successful Data Conversion

Minimum System Requirements for QuickBooks Desktop to QuickBooks Online Data Conversion:

Operating System​


Memory (RAM)

Microsoft .NET Framework


Hard Drive

QuickBooks Desktop

QuickBooks Desktop and QuickBooks Online use different terms for various menu options, features, lists, items, transaction types, reports, and more. Here’s a list highlighting the terminology differences between Desktop and Online:

QuickBooks Desktop Term

QuickBooks Online Term

Documents /
Doc Center
Unscheduled Payroll Run Payroll
Bonus Only
Income Tracker All Sales
Upload & Review Bills Receipts
Forecast Budgets
Reconcile Reconcile
Non-inventory Parts Non-inventory
Groups Bundles (Products & services)
Subtotals Subtotal
Payments Not available in QuickBooks Online
Jobs Sub-customers
Memorized transactions Recurring transactions
Price Levels Not available in QuickBooks Online
Other Names Not available in QuickBooks Online
Fixed Asset Items Not available in QuickBooks Online
Vendor Types
(Vendor and Customer Profile Lists)
Not available in QuickBooks Online
Customer Messages
(vendor and Customer Profile Lists)
Not available in QuickBooks Online
(Vendor and Customer Profile Lists)
Manage vehicles
Add/Edit Multiple List Entries Not available in QuickBooks Online
Employees Employees
Chart of Accounts Chart of Accounts
(Customer & Vendor Profile Lists)
Memorized reports Custom reports
Commented reports Not available in QuickBooks Online
Company Snapshot Business Snapshot
Bills Expenses
Vendor Credits
Item Receipts Expenses
Credit Memos Credit Memos
Refund Receipts
Delayed Credits
Receipt Management Receipts
Make General Journal Entries Journal Entries
Transfer Funds Transfer
Statements Statements
Invoices Invoices
Sales Receipts Sales Receipts
Purchase Orders Purchase Orders
Undeposited Funds Undeposited Funds
Payments to deposit
Edit > Preferences Settings (gear) > Account and settings
Settings (gear) > Payroll settings
Weekly Timesheet Time Entries (If you have the Time tab)
Weekly Timesheet (if you don’t have the Time tab)
Calendar Not available in QuickBooks Online
To Do List Tasks (QuickBooks Online Advanced)
Letters Not available in QuickBooks Online
Bank Feeds Online Banking / Bank Transactions
Scheduled Payroll Run Payroll
Payment Reminders Reminders / Automatic invoice reminders
Bill Tracker Vendors window
Schedule Online Payment Online Bill Pay
Budgets Budgets
Inventory Parts Inventory
Assemblies Bundles (Products & services)
Other Charges Not available in QuickBooks Online
Discounts Not available in QuickBooks Online
Services Services
Items Products and services
Leads Not available in QuickBooks Online
Billing Rate Levels Not available in QuickBooks Online
Vendors Vendors (for all Vendors)
Contractors (for Vendors tracked for 1099)
Sales Reps
(Customer & Vendor Profile Lists)
Not available in QuickBooks Online
Job Types
(Customer & Vendor Profile Lists)
Not available in QuickBooks Online
Ship Via
(Customer & Vendor Profile Lists)
Not available in QuickBooks Online
Templates Custom Form Styles
Customers Customers
Classes Classes (and Locations)
Customer Types
(Customer & Vendor Profile Lists)
Customer Types
Payment Methods
(Customer & Vendor Profile Lists)
Payment Methods
Scheduled reports Custom reports
Custom reports Custom reports (QuickBooks Online Advanced)
Credit Card Charges Expenses
Credit Card Credits
Job & Item Estimates vs Actuals Not available in QuickBooks Online
Customer Groups Not available in QuickBooks Online
Reminders Not available in QuickBooks Online
Set Up Users Manage Users
Time / Enter Single Activity Time Entries (If you have the Time tab)
Single Time Activity (if you don’t have the Time tab)
My Company Settings (gear) > Account and settings
Use Register
(For Banks/Accounts)
View Register
Pay Bills Pay Bills
Receive Payments Receive Payments
Checks Checks
Estimates Estimates
Enter Statement Charges Not available in QuickBooks Online
Make Deposits Bank Deposits
Adjust Quantity/Value on Hand Inventory Quantity Adjustment
Batch Invoices Batch transactions (QuickBooks Online Advanced)
Sales Orders Not available in QuickBooks Online

QuickBooks Desktop vs QuickBooks Online Features and Limitations

Features and Limitations

QuickBooks Desktop

QuickBooks Online

Accessibility Installed locally on a computer Cloud-based, accessible from any internet-connected device.
Pricing model One-time purchase with optional annual upgrades Monthly subscription-based pricing
Version updates Requires manual updates and upgrades Automatically updated
User access Depending on the license Multiple users can access simultaneously
Data storage Data stored on the local computer Data stored in the cloud
Scalability Suitable for small to large-sized businesses Suitable for small to medium-sized businesses
Industry-specific tools Offers industry-specific versions (e.g., contractor, manufacturing) Offers industry-specific versions (e.g., retail, nonprofit)
Customization Highly customizable with advanced features Limited customization options
Integration Limited integrations with third-party apps Extensive integrations with third-party apps
Remote access Requires remote desktop software for access Available through web browser or mobile app
Automatic backups Manual backups required Included in the subscription
Support options Phone and email support, knowledge base Online support, community forums, and chat

QuickBooks Desktop to Online Data Conversion:

We make data conversion from QuickBooks Desktop to Online easy, including Sage, MS Accounting Office.

If your current QuickBooks Desktop version is not compatible with your business, no worries! Connect with our data conversion experts.

Step 1: Verify Data

To ensure the accuracy of your data, follow these simple steps:

  1. First, open the “File” menu.
  2. Navigate to “Utilities” and select “Verify.”

If you face any problems during the verification process, it will show a prompt to rebuild the data.

After rebuilding, repeat the verification to check if the issue has been resolved.

Step 2: Check and Verify File Size Requirements

  • Launch your file for the QuickBooks Desktop and press the F2 key to check the overall target count.
  • If the file exceeds 350,000 targets, try compressing it to reduce the number of goals.
  • If compression doesn’t work, consider exporting specific information, such as lists and account balances.

Step 3: Save Company File in QuickBooks Online Format

To convert and save your QuickBooks Desktop company file in a format compatible with QuickBooks Online, follow these steps:

  1. Open QuickBooks Desktop.
  2. Create a copy of the company file that is suitable for QuickBooks Online. To do this, go to “File,” then “Utilities,” and select “Copy Company File for QuickBooks Online.”
  3. Save the Company file to your Desktop. This action generates a new QuickBooks file with the extension “OE.qbw.”

Step 4: Sign up for QuickBooks Online

  • Sign up and create a QuickBooks Online account if not already done.
  • Subscribe to the QuickBooks Online version that best fits your business requirements.
  • You may choose between a 30-day free trial or a 50% discount for the first three months.
  • Provide business information during the QuickBooks Online account setup, including the business name, description, and type.

Step 5: Export Data From QuickBooks Desktop to Online

  • Firstly, choose the data you want to send to QuickBooks Online in QuickBooks Desktop.
  • QuickBooks Desktop will prompt you to either continue converting your file or test it first.
  • Since you’ve already established your QuickBooks Online business, click the “Move Now” button to proceed with the data conversion.
Note: If the QuickBooks version is 2018 or older, you can move your data to QuickBooks Online with an online tool.

In QuickBooks Desktop Pro or Premier

To export data from QuickBooks Desktop to QuickBooks Online, follow these steps:

  1. Open QuickBooks Desktop and log in to the company whose data you want to export to QuickBooks Online.
  2. Navigate to the “Company” tab in the upper menu bar.
  3. Select the option “Export Company File to QuickBooks Online.”
  4. Follow the prompts to export your QuickBooks Desktop company file to QuickBooks Online.

In QuickBooks Desktop Enterprise

  • Sign in as an admin to the desktop company file you wish to move.
  • Press Ctrl + 1 to open the Product Information window.
  • Press Ctrl + B + Q, then click OK to open the export window.
  • Sign in as an admin to your QuickBooks Online company.
  • Choose the online company and select the QuickBooks Online company you want to replace with your desktop file.
  • Click “Continue.”
  • On the export window, click “Get started.”
  • If you track inventory in QuickBooks Desktop:
    • Select “Yes” to bring them over and specify the as-of date.
    • Note: Use the first day after your last tax filing period as the inventory start date.
    • Select “No” if you prefer setting up new items later in QuickBooks Online.
  • Enter “Agree” in the text field.
  • Click “Replace.”
  • Confirm by selecting “Yes, go ahead and replace the data.”
  • Finally, click “Replace.”

Follow these steps carefully to seamlessly move your desktop company file to QuickBooks Online.

Step 6: Import Data From QuickBooks Desktop to Online

After completing the above two steps, you can easily import QuickBooks Desktop data into QuickBooks Online using Internet Explorer.

  1. Go to the “Company” menu.
  2. Select “More” and then choose “Import QuickBooks Desktop Data.”
  3. Choose the specific file you want to import by selecting the “File” option and location.
  4. Allow the process to complete.

Once the import process is finished, you will receive a confirmation email.

Note: Before you begin, ensure that all your bank accounts are reconciled, payroll has been processed, and inventory has been adjusted.

With QuickBooks Desktop to Online Data Conversion: Do More!

  • QuickBooks Data Conversion allows you to easily create and customize invoices and other sales documents.
  • Connect other users to the QuickBooks Online account and give them controlled access.
  • It is compatible with Mac and Windows environments, making it easy-to-use software.
  • You can start working right away with QB Data Conversion; it does not have a steep learning curve.

QuickBooks Data Conversion from Various Accounting Software

Convert-To-QuickBooks-From-Any other Accounting Software

✔️Excel to QuickBooks

✔️Foundation to QuickBooks

✔️FreshAgent to QuickBooks

✔️FinancialForce to QuickBooks

✔️FreshBooks to QuickBooks

✔️GNU Cash to QuickBooks

✔️Great Plains to QuickBooks

✔️Intacct to QuickBooks

✔️Infor to QuickBooks

✔️Master Builder to QuickBooks

✔️Maxwell to QuickBooks

✔️QuickBooks Desktop to Online

✔️QuickBooks Online to Desktop

✔️QuickBooks Pro to Enterprise

✔️QuickBooks Premier to Enterprise

✔️Sage Intacct to QuickBooks

✔️Sage 50 to QuickBooks

✔️Sage 100 to QuickBooks

✔️Sage 200 to QuickBooks

✔️Simply Accounting to QuickBooks

✔️Xero to QuickBooks

How We Help You Migrate To QuickBooks

Switching your accounting or ERP system can be a bit overwhelming, even if you’re just making conversion between different QuickBooks products.
Running your business for an extended period? You’ve probably accumulated a bunch of data, and your current system may not sync perfectly with QuickBooks.

But no worries about getting lost in confusing QuickBooks conversion tools – we’ve got it covered. Our QB experts will smoothly and securely move all of your data to QuickBooks from your current accounting software.

When you partner with eBetterBooks, you’ll have your own QuickBooks data conversion expert. Our experts will assess your situation, determine the required QuickBooks products, and work with you through a step-by-step process, such as exporting, cleaning, and importing your old data to the new QuickBooks version.

Phase 1. Determine Products Needed

Phase 1. Determine Products Needed

The QuickBooks Conversion Expert at eBetterBooks will take the time to analyze about your business and your current system. We'll figure out exactly what your team needs from an accounting system and choose the right QuickBooks products for you. This might include QuickBooks Enterprise, Payroll, Mac, or Point-of-Sale System.

File Setup

Phase 2. Template File Setup

We will analyze and make QuickBooks a perfect fit for your business. During this process, you may need to enter data in both your old system and the new QuickBooks file for a short period. We'll be moving over important info like Accounts Receivable, Accounts Payable, profit and loss, monthly balance sheets, and any other data needed for QuickBooks.


Phase 3: Go Live & Train Your Team

It's important to train your team to ensure a smooth migration to the new QuickBooks software. We'll provide training sessions to make sure your team is familiar with the new system. We are committed to helping all of our valuable QuickBooks client in succeeding.

monthly reports

Phase 4: Close and Review The Books

This process helps us find out if there's any other important data or reports you need for your business. Sometimes, we only realize what's crucial when we can't access it anymore. We'll double-check thoroughly to make sure we've brought in everything you need. If there are more files to move, we'll make sure to get them over from your old system to QuickBooks.

Follow Up call-email

Phase 5: Follow Up & Maintenance

After a month of using QuickBooks, we'll check in to see how things are going. If you face any issues, we'll fix them. Our experts will also retrieve any missing data from your old system.

eBetterBooks for Faster QuickBooks Desktop to Online Data Conversion

Faster Conversions

You can speed up the time for QuickBooks Desktop to QuickBooks Online data conversion, reduce time spent working on two systems at once.

Regular Training

Get you staff trained, including the leadership. Know how to use the 150+ out-of-the-box reports and generate custom reports.

Post-conversion Support

Once we set you up with the QuickBooks online, designed specifically for your business, we’ll help you through the process of working with this new platform. We have an ongoing support team to troubleshoot issues and confirm your business growth with QuickBooks online after the conversion.

Keep your Historical Data

Comfortably and accurately convert your historical data to the QuickBooks system.

Extend and Customize QuickBooks

We employ experienced programmers who can leverage the QuickBooks API to build modules and add-ons.

Better System Configuration

We ensure that your system is configured properly, all tables and databases are working, and your bank accounts are linked with one another.

QuickBooks or ERP, Get Customized Solution from eBetterBooks

Experts at eBetterBooks specialize in tailoring QuickBooks and ERP systems to meet the specific requirements of each industry, whether you own a small retail store, manage an international manufacturing business, a residential construction company, a law firm, etc. Our several years of experience helps to adapt the software to your needs. We provide the assistance in following sectors:

✔️Accounting & Finance


✔️Advertising & Marketing

✔️Biotech & Pharmaceuticals

✔️Computer Software

✔️Construction & Contracting

✔️Computer / IT Services

✔️Distribution & Wholesale




✔️Energy / Utilities


✔️General Business

✔️Healthcare / Medical

✔️Health & Beauty


✔️Logistics / Transportation


✔️Media / Publishing



✔️Professional Services

✔️Restaurant / Hospitality


✔️Real Estate



QuickBooks Desktop to Online data conversion services must be flawless and exceptionally secure to ensure a trouble-free experience for users. If you encounter any difficulties during this process, get in touch with the QB experts at 1-802-778-9005 for prompt assistance and resolution.

Frequently Asked Questions (FAQs)

You can’t use QuickBooks Desktop and QuickBooks Online for the same company. They’re two different platforms that don’t work together.

  • Consider Your Specific Needs:

    • The choice between QuickBooks Online and Desktop depends on your business requirements.
  • Advantages of QuickBooks Online:

    • Accessibility: QuickBooks Online provides easy access from anywhere with an internet connection.
    • Automatic Updates: It offers automatic updates, ensuring you have the latest features and improvements.
    • Multi-User Access: Ideal for small to medium-sized businesses with multiple users requiring simultaneous access.
  • Advantages of QuickBooks Desktop:

    • Customization: QuickBooks Desktop is highly customizable, catering to the specific needs of small to large-sized businesses.
    • Suitable for Advanced Requirements: It is well-suited for businesses with advanced accounting needs.
  • Factors to Consider:

    • Mobility: If mobility and accessibility are crucial, QuickBooks Online may be more suitable.
    • Collaboration: QuickBooks Online facilitates collaboration, especially in multi-user environments.
    • Customization: If your business requires extensive customization, QuickBooks Desktop might be a better fit.

Yes, you need to have a subscription to QuickBooks Online to start the conversion process.

Converting to QuickBooks Online offers benefits such as accessibility from any device with an internet connection, automatic backups, and seamless collaboration with multiple users.

You can convert data like information from the company file, chart of accounts, customer and vendor lists, transactions, and bank transactions from QuickBooks Desktop to QuickBooks Online.

Yes, you can still access your QuickBooks Desktop software, but any changes made in QuickBooks Online will not reflect in the Desktop version.

Yes, QuickBooks Online offers customization options for reports similar to QuickBooks Desktop.

If you encounter errors, it’s best to contact QuickBooks support for assistance in resolving the issue.

After making the switch to QuickBooks Online, you need to re-establish your bank connections. While your data migrates smoothly during the conversion, it’s important to reconnect your bank accounts to ensure uninterrupted synchronization.

Yes, you can manage multiple companies within a single account with QuickBooks Online. Each company file has its own paid subscription, but you can conveniently access them all using the same sign-in information.

There is no additional fee for converting from QuickBooks Desktop to QuickBooks Online, but you will need an active subscription to QuickBooks Online.

You need to manually enter them into QuickBooks Online if transactions fail to import during conversion. Review the conversion report for details on the failed transactions, then recreate them in QuickBooks Online to ensure data accuracy. Double-check balances and reconcile accounts to maintain financial integrity post-conversion.

If you are looking for affordable accounting services in USA, just get in touch with us at +1-802-778-9005 or drop us an email at [email protected] to connect with our accounting experts.

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Disclaimer: The Intuit® logo, Intuit®, QuickBooks®, and ProAdvisor are registered logos, trademarks, and brand names of Intuit Inc. eBetterBooks is a Certified QuickBooks® ProAdvisor for certain Intuit® products, as per Intuit®’s terms. eBetterBooks is not affiliated with or endorsed by Intuit or QuickBooks; we are third-party independent service providers for accounting software & accounting services.