QuickBooks Support: 5 Things to Know in Desktop to Online Conversion

Posted by D&V Accounting Services
Nov 18, 2020
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If you’re always on the go, you need a software that moves with your busy schedule. One platform that supports this idea is QuickBooks. Converting QuickBooks desktop  to online helps you check your finances anytime, anywhere. 

Doing QuickBooks desktop to online conversion
QuickBooks Online is the cloud-service version of the widely acclaimed QuickBooks Desktop. It offers many of the outstanding features we can see in the desktop version, but it also has some tricks of its own.

The most prominent of which is the remote access. Just like any other cloud-accounting service, QuickBooks Online allows you to conveniently access your data

Ready to get started? Here are some things that you need to know and consider when converting from QuickBooks Desktop to QuickBooks Online:

  • Check your QuickBooks File Size

In order to convert, file size must be less than 350,000 targets. To check this, press F2 on your keyboard (for Windows) or press CMD (?) +1 (for Mac).

Remember that when you condense a file, the overall file size for QuickBooks 2019 is reduced while you get to keep all your data and details. On the other hand, for QuickBooks 2018 and earlier, some transactions are archived and turned into Journal Entries.

  • Upgrade to the Latest Version of QuickBooks Pro or Premier

If you’re using QuickBooks Desktop Pro, Premier, or Premier Accountant, you’re more inclined to converting to QuickBooks Online since the intricacies will be low. 

Before migrating your accounts to QuickBooks Online, make sure that you are using the QuickBooks 2020, 2019 or 2018. In addition to which, users of earlier versions need to update their system to the latest version. Other versions such as QuickBooks Enterprise cannot migrate to QuickBooks Online because of its complexities.

In addition, attaching your QuickBooks online to QuickBooks online accountant provides you with all tools available for free.

  • Ensure that all the files affected are saved in your local drive

QuickBooks desktop  means you need to practice backing up your data regularly. On the other hand, the online conversion gives you the guarantee that your information is safely stored in the cloud.

Related: Cloud Top 10 Small Business Cloud Accounting Software of 2020

QuickBooks online data migration requires you to save your files in your computer’s local storage to shift successfully to QuickBooks Online. If you have your files saved in cloud storages (e.g. Google Drive, Dropbox, One Drive), better copy them to your computer before starting the migration.

  • Verify and check your data

It is important to also check on your data, re-sort lists and re-build your company. 

You should run your reports, balance sheets, profit and loss statements, trial balances and any other data that you might need as of the date of your conversion. This is for you to check after the process if the data that has been migrated is correct and complete.

  • Prepare your Intuit account and Migrate to QuickBooks Online

In order to start QuickBooks desktop to online conversion, you will need an Intuit account. 

  1. Sign-up first if you still don’t have an ID and then log-in. 
  2. Click Company on the menu 
  3. Select Export Company File to QuickBooks Online
  4. You will then be redirected to sign in your QuickBooks Online account. After signing-in, you just have to choose the company that you intend to migrate to QuickBooks Online
  5. Wait for 10-15 minutes for a notification via e-mail, verifying that your company is ready for viewing. 
  6. Once received, you can now check if the data migrated is complete.

These are just some of the pointers you need to know about converting QuickBooks desktop to online. QuickBooks online is currently one of the best cloud accounting software available. With more than three decades of Intuit’s accounting software experience and the wide ranging features available, there’s a lot to look forward to in using QuickBooks Online.

View: QuickBooks vs. Xero Infographics

Simplifying your accounting process is a forte of D&V Philippines. If you need help in organizing your books and records, outsourcing the function to us can give you access to top-notch talents and premium cloud software in the market.

This post was first published 11 September 2015  and edited 17 November 2020.
Edited by: Maria Katrina dela Cruz


Our Outsourcing: How to Make it Work guide explores how you can utilize accounting and finance outsourcing to drive growth to your business and add value to your processes.