QuickBooks Online to Desktop Conversion

Consider these points before you switch from QuickBooks Online to QuickBooks Desktop:

• If you use the US version, QuickBooks Online files can only be converted to Desktop files.
• Your user account must have access to the export file from the online app at an admin level.
• For file conversion, you must have Internet Explorer 10 or later.
• A supported version of QB Desktop must be used on a computer with Windows, and it must not be a 64-bit version of Windows as this is not currently supported for using the file export feature.
• You will require installing ActiveX on your PC.

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

Step #1: Preparing for QuickBooks Online to Desktop Conversion

Let’s explore how you can move your files from QuickBooks Online to Desktop through QuickBooks data conversion.

Begin with Internet Explorer to Export the file:

• Open Internet Explorer on your desktop.
• Click Tools from the top right corner and select Internet Options.
• Select Trusted Sites under the Security tab and click the Sites button.
• Type *.intuit.com in the Add field box and click Add.

• Un-select Require server verification for all sites in this zone check box.
• Select the Close button and uncheck the Enable Protect Mode.
• Then click Apply, choose Okay, and close Internet Explorer.
• Select Run as Administrator by clicking a right-click on the QuickBooks Desktop icon.
• Repeat step 8 for Internet Explorer and run it as an administrator.

Step #2: Export Data from QuickBooks Online

1. Open the QuickBooks version in which you plan to convert the company file. Keep in mind that it’s advisable not to proceed through the “No Company Open” window and also avoid opening any company file at this point.
2. Then, click the Gear icon at the top of the QuickBooks Online dashboard, then choose Export Data from the Tools list.

3. Click Get Started In the Export Overview
4. To start the installation procedure, click the button Install on the Step 1: Get Ready to Export window. The installation will then begin after you click the Install ActiveX Control button.
5. Click Continue once the installation completes.
6. Click Continue after choosing the data type you want to export.
7. Click Continue under Step 3: Request Your Data Window.
8. Now that you have entered your contact information into the app, Intuit® will send you an email with instructions on exporting a file within the next one to two hours.

Step #3: Finish the Exporting of Data From QuickBooks Online

1. Click the Gear icon after opening the QuickBooks Online application.
2. Now click Export Data under the Tools list.
3. Hit Continue after selecting Get Started.
4. Next, select the data you wish to export and then click Continue.
5. When the next window appears, select the Continue to Download button.
6. After clicking Download, select a location on your computer to save the file.
7. After downloading the file, select Convert Now.
8. Give this file a name under the Create New QuickBooks File pop-up window and save it to your desktop.
9. After the export procedure is finished, click Finished.

Step #4: Convert Data from QuickBooks Online to QuickBooks Desktop

Before starting the conversion process, the user must complete a few additional steps to access the export page:

• Select the Export Data in QB Online option under the Settings tab.
• Choose “Prepare to export the QuickBooks Online Data” and repeat steps 2 to 5 from the “Export Data from QuickBooks Online” step above.
• Download the file from the QBO page at this time.
• Then click Next. Launch QuickBooks Desktop afterward, ensuring you land on the screen with no companies open.
• Review the opened file if you’ve opened the Company, then choose to close it.
• Download it back to QuickBooks Online after ensuring the no company page is open.
• After that, adjust the location of the company file and save it.
• Ensure that the location differs from your Windows desktop.
• Continue to the Convert Now tab after the Download is complete.
• Save the downloaded file by selecting the “Create a new QuickBooks File” option.
• Give the file a name and select a location to save it in the next window.
• Choose a local system location rather than an external drive or network.
• Activate the Finish button to convert data from QuickBooks Online to QuickBooks Desktop.
• It is essential to understand that the QuickBooks Online Export to Desktop involves a laborious extraction process.
• Sometimes, it could even appear to have frozen. But generally speaking, that is not the case. Do not, therefore, shut the window or stop the process in the middle.
• Allow enough time for the hardware and software to resume the extraction bar.
• However, take the following actions if the extraction bar truly freezes and remains motionless for an extended period: Launch the window at the taskbar by selecting the QB Desktop icon.
• Click Yes > Continue to continue after that. You will then arrive at the confirmation box, selecting Done to start the extraction.

Step #5: Check Exported File

Check the exported file for any issues after converting QuickBooks Online to Desktop. Make sure the books match by checking the profit and loss statement. To verify the accuracy of the export, open the source file online and export data to your desktop.

Take the following actions if an export restriction occurs when switching from QuickBooks Online to Desktop and results in a mismatch:

1. Select the option labeled Close Company from the File menu.
2. Once more, attempt to convert the QB Online file to the desktop version. The mismatch problem can occasionally be fixed by extracting a file twice.
3. Review the profit and loss file once everything is finished to check that the data has been transformed correctly.
4. As you switch from QuickBooks Online to Desktop, enjoy your seamless experience.

If you’re looking for any alternative method to move your data from QuickBooks Online to the Desktop, you can try out the migration tool. Even though the process might seem a bit complicated, it’s actually just a set of easy and simple steps that you need to follow:

Step #1: Download QuickBooks Desktop

To start, download and install QuickBooks Desktop on your device so you can transfer your QuickBooks Online data. After that, follow these steps:

1. Open QuickBooks Desktop.
2. Select the “File” option.
3. Click on the “Close Company” button.
4. Allow QuickBooks Desktop to remain open as you complete the rest of the steps.

Step #2: Log Into QB Online and Download the Migration Tool

Now, you’ll need to follow these steps for a seamless switch to QuickBooks Online:

1. Log in to your QuickBooks Online account.
2. Use a web browser that’s supported by Intuit.
3. Enter your Intuit account credentials.
4. Input the URL: https://accounts.intuit.com/app/sign-in?app_group=QBO&asset_alias=Intuit.accounting.core.qbowebapp&app_environment=prod in the browser’s address bar.
5. Press Enter.
6. Review and read through the Export Overview that appears.
7. Print it out if necessary and then click “Get Started.”
8. Click the “Download” button to get the migration tool for converting QuickBooks Online to QuickBooks Desktop.
9. Run the downloaded tool to start the installation.
10. Click “Next.”
11. Review and accept the terms in the license agreement.
12. Click “Next.”
13. Select “Complete” as the Setup Type.
14. Click “Next.”
15. Click “Install.”
16. Once installation is complete, click “Finish.

Step #3: Prepare the Export File & QuickBooks Online for Exporting

Next, it’s time to get everything ready and set up for exporting. Here are the steps to convert your data from QuickBooks Online to QuickBooks Desktop 2023:

1. Go back to QuickBooks Online.
2. You might see the “Prepare to Export” page.
3. Click on “Continue.”
4. Choose the data you want to export (you can export all data including lists and transactions).
5. Click “Continue.”
6. Click on the “Learn about the limitations of converting data for the QuickBooks Desktop” button to understand potential challenges in the migration process.
7. Once you’ve reviewed the challenges, click “Continue.”
8. Provide the name and email address where you want to receive the confirmation email message.
9. Click “Continue.”
10. Click “Close.”
11. The QuickBooks Online (QBO) file will reopen.
12. Wait for the confirmation email.
13. Go back to the export screen in QBO.
14. Click “Get Started.”
15. Continue on the “Prepare to Export” page.
16. You’ll reach the “Select Data” page.
17. Choose the same options you selected earlier.
18. Click “Continue.”
19. The “Exporting from QuickBooks Online” page will appear.
20. A message will indicate that you already have a file to download.
21. Click “Continue to Download.”
22. Select the “Download QBXML File” button.
23. If prompted by QuickBooks, choose a location (like your desktop) to save the file as you export from QBO to Desktop.
24. Click “Continue.”
25. Make sure you’re on the “No Company Open” screen.
26. If a company is open, click “File.”
27. Choose “Close Company.”
28. Review your reports to compare the results before and after the export.

These steps will guide you through the process of transferring your data from QuickBooks Online to QuickBooks Desktop 2023.

Step #4: Use the QuickBooks Desktop Migration Tool

Follow these below steps to migrate data from QuickBooks Online to QuickBooks Desktop through migration tool:

1. Make sure you have QuickBooks Desktop launched and are on the “No Company Open” screen.
2. Open the QuickBooks Migration Tool that you recently downloaded.
3. Enter the path to the QBXML file or use the “Browse” option to locate it.
4. Click on “Import.”
5. Choose a name and a location for the new QuickBooks file.
6. Locate the QuickBooks Application Certificate. Note that it might be hidden behind other screens if QuickBooks Desktop is running in the background.
7. If you want to grant access to personal data during the migration from QuickBooks Online to Desktop, select the appropriate read/modify rights.
8. Click “Continue.”
9. After successfully importing your data, click “Done” on the confirmation screen.

If you find that the status bar isn’t moving during the migration process, follow these steps:

• Open the Windows Taskbar.
• Click on the QuickBooks Desktop icon.
• The Application Certificate will appear.
• Whenever prompted by the Application Certificate during the QuickBooks Online to Desktop migration, click “Yes.”
• Click “Continue.”
• Click “Done” each time.

By following these steps, you’ll be able to smoothly migrate your data from QuickBooks Online to QuickBooks Desktop 2021.

Step #5: Ensure the Info Exported Correctly

Lastly, make sure to double-check the accuracy of all the details you’ve exported from QuickBooks Online to Desktop. You can use the Profit and Loss reports to ensure everything lines up correctly. Running this report in both QuickBooks Online and QuickBooks Desktop will help you compare the data for accuracy.

In cases where the reports don’t match, here’s what you should do:

1. Open QuickBooks Desktop.
2. Go to the “File” menu.
3. Click on “Close Company.”
4. Retry the process by returning to QuickBooks Online and converting the data again.
5. After completing the conversion for the second time, re-examine the Profit and Loss report.
6. If the data still doesn’t match, you might need to manually make adjustments and fixes to address the issue.

By following these steps, you can ensure that your data is accurately transferred from QuickBooks Online to QuickBooks Desktop.

Launch the QuickBooks Desktop program after successfully converting and exporting a QuickBooks Online file to your computer’s hard drive. Select Open or Restore Company on the File tab and click Open a Company File. Then, choose the company file from your computer’s hard drive and click Next to import it into the Desktop program.

Reviewing and Reconciling Financial Statements

• Generate Financial Reports: After the conversion from QuickBooks Online to QuickBooks Desktop, the first step is to generate financial statements such as balance sheets, income statements, and cash flow statements.
• Reconciliation of Accounts: Perform a thorough reconciliation of all accounts to ensure that the data transferred accurately.
• Historical Data Comparison: Compare historical financial data between QuickBooks Online and Desktop to ensure consistency.

Updating User Access and Permissions in QuickBooks Desktop

• User Setup and Permissions: Review and update user access within new QuickBooks Desktop.
• Password Management: Encourage or enforce secure password practices for all QuickBooks Desktop users.
• Multi-User Setup: If QuickBooks Desktop is used by multiple users, verify that the multi-user mode is properly configured.
• User Training: Provide training to users on any changes in the user interface or functionality between QuickBooks Online and Desktop.

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What eBetterBooks Converts

The following is a summary of lists and transaction types converted from QuickBooks Online to Quickbooks Desktop:

Lists Can be Converted

We convert the following lists from QuickBooks Online to QuickBooks Desktop Conversion Service:

• Chart of Accounts
• Jobs List
• Inventory Items
• Customer List
• Employee List
• Non-Inventory Items
• Vendor List
• Service Items
• Assembly Build Items
• Budget (Special Case)

Transactions that Can Be Converted

We convert the following transactions from QuickBooks Online to QuickBooks Conversion Service:

• Invoices
• Checks
• Payroll Liability Checks
• Customer Payments
• Journal Entries
• Sales Tax Payments
• Credit Memo
• Item Receipts
• Transfers
• Sales Receipts
• Inventory Adjustments
• Estimates
• Bills
• Liability Adjustments
• Sales Orders
• Vendor Credits
• Paychecks (as Journal Entries)
• Purchase Orders
• Vendor Payments
• Attachments – Special Case
• Invoice Templates – Special Case

What eBetterBooks Don’t Convert

The following is a summary of lists and transaction types Cannot be converted from QuickBooks Online to Quickbooks Desktop:

Lists and Transactions Cannot be Converted

We do not convert the following lists & transaction from QuickBooks Online to QuickBooks Desktop Conversion Service:

• Inventory Tracking
• Purchase Orders and Sales Estimates
• Fixed Assets
• Expense Claims
• Memorized Transactions
• Time Sheets
• Payment Terms
• Custom VAT Rates
• Repeating Invoices after the “Convert To” date
• Deleted/Void Transactions
• Classes/Jobs/Departments
• Allocation of Invoices or Bills against credit notes
• Transaction lines with Nil Values
• Sales Representatives
• Customer Jobs
• Un-reconciled Entries

QuickBooks Data Conversion from Various Accounting Software