Converting QuickBooks Desktop to QuickBooks Online can stall at the menu, the file upload, the target-count limit, or the point where QuickBooks warns that Online data may be replaced. The move is a copy into QuickBooks Online, not a live sync, so the right path depends on your Desktop edition, file condition, and Online company status. Start with the standard export, then use the matching fallback for Enterprise, Mac, damaged files, or a company that needs to be wiped and migrated again.
Use the built-in migration option for Pro or Premier
This fixes the standard move from QuickBooks Desktop Pro Plus, Premier Plus, or Accountant Desktop Plus into QuickBooks Online.
Open QuickBooks Desktop and sign in as the company admin.
Go to Company > Migrate this company file to QuickBooks Online > Export Your Company File to QuickBooks Online > Get started.
Complete the personalized checklist, or select Complete All.
Select Continue.
Choose Bring all your company data.
Select Continue.
Select Yes, sign me in.
Sign in with your QuickBooks Online account email and password.
Select the QuickBooks Online company that will receive the Desktop data.
If QuickBooks warns about existing Online data, enter Agree or select Replace.
Select Export.
Check the requirements before the export
The destination QuickBooks Online account must be in the same country or region as the Desktop company file. You need company admin access in QuickBooks Desktop and the required admin access in QuickBooks Online.
The QuickBooks Online subscription must be within 90 calendar days for customers, or within 180 calendar days for subscriptions created by an accountant.
The Desktop file must stay below 4,000,000 targets.
If the export fails because the file is too large, use File > Utilities > Condense Data, then run the migration again.
Bring only lists and balances instead
Use this route when you want a cleaner Online setup instead of every historical transaction. In QuickBooks Desktop Pro Plus, Premier Plus, or Accountant Desktop Plus, go to Company > Migrate this company file to QuickBooks Online > Export Your Company File to QuickBooks Online > Get started.
Complete the personalized checklist, or select Complete All. Select Continue, choose Bring only list and balances, select Continue, then select Yes, sign me in.
Sign in to QuickBooks Online and select the destination Online company. If QuickBooks asks about existing Online data, enter Agree or select Replace, then select Export.
This moves customers, vendors, chart of accounts, employees, and items rather than all transactions. The same admin, country or region, account-age, and target-count requirements apply.
Find the current migration menu
The most common cause is that older instructions point to the old Company > Export Company File to QuickBooks Online label instead of the current migration path.
Use the current path in QuickBooks Desktop: Company > Migrate this company file to QuickBooks Online > Export Your Company File to QuickBooks Online > Get started.
If that path is missing, update QuickBooks Desktop for Windows through Help > Update QuickBooks Desktop.
Select Update Now.
Select Get Updates.
Restart QuickBooks.
Select Install Now when prompted.
On Mac, use QuickBooks > Check for QuickBooks Updates > Install and Relaunch.
After the update, reopen the company file as admin and try the current migration path again.
Use the online migration tool without Desktop installed
This applies when you have a QuickBooks Desktop company file, backup file, or portable file but you do not have QuickBooks Desktop installed. It supports .QBW, .QBB, and .QBM files from company file version 2011 or later.
If you use QuickBooks Desktop for Mac, convert your company file first.
Open Intuit's migration tool for Windows or Mac.
Select Get started.
Sign in to your QuickBooks Online account.
On the upload page, select Select file. If you use QuickBooks Enterprise, select switch to this link instead, then follow the Enterprise upload flow.
Choose the saved company file.
Select Open.
Drag and drop the file into the upload box instead when that is the faster option.
Wait for the upload to finish.
Follow the prompts to set up the new web-based layout.
When the process finishes, QuickBooks displays Your company is now online.
Move an Enterprise company file
Enterprise uses a keyboard shortcut to open the export window.
- 1.Open QuickBooks Desktop Enterprise and sign in as the company admin.
- 2.Press CTRL + 1 to open Product Information, then press CTRL + B + Q at the same time.
- 3.Select OK, then choose Get started and pick either Bring all your company data or Bring only list and balances.
- 4.Select Continue > Yes, sign me in, then sign in to QuickBooks Online.
- 5.Select the destination company, enter Agree or select Replace if prompted, then select Export.
Convert QuickBooks Desktop for Mac
Start by checking the Mac file before export. In QuickBooks Desktop for Mac, go to File > Utilities > Rebuild Data, then use File > Utilities > Verify Data.
These steps work for local files in QuickBooks Desktop for Mac 2020 and newer, and they move data to US QuickBooks Online only. To export directly, go to File > Export > To QuickBooks Online, or press Shift + Command + D. Select Get Started, then choose Bring all your company file data or Bring only lists and balances.
Select Continue > Yes, sign me in, then enter the QuickBooks Online primary or company admin credentials. You can also select No, I need to create a new one.
Select the QuickBooks Online company file, then select Continue > Export. When Company migrated successfully appears, select Quit.
Repair or shrink a blocked file
QuickBooks files from 2010 or earlier, and files with company-file errors, should be repaired before using the online migration tool. Intuit's repair path uses QuickBooks Tool Hub and QuickBooks File Doctor on Windows.
Close QuickBooks.
Install QuickBooks Tool Hub.
Open QuickBooks Tool Hub.
Select Company File Issues > Quick Fix my File > OK.
Select Company File Issues > Run QuickBooks File Doctor.
Choose the company file.
Select Check your file > Continue.
Enter the QuickBooks admin password.
Select Next.
For a Desktop file above the 4,000,000 target limit, use File > Utilities > Condense Data. Choose Keep all transactions, but remove audit trail info to date when you want to reduce audit-trail information while keeping transactions, or choose Remove the transactions you select from your company file when you need a smaller file.
Condense is irreversible and can affect reports.
If repair or condense does not get the file ready for migration, use QuickBooks Online Help to connect with an expert before replacing Online data again.
Start over when the Online company already has data
This applies when your QuickBooks Online company already contains data and you want to rerun the Desktop migration into a clean Online company. Migration can replace existing QuickBooks Online data, so choose the start-over route that matches your subscription.
For QuickBooks Online Essentials, Plus, or Advanced companies less than 60 days old, sign in as an admin.
Open https://app.qbo.intuit.com/app/purgecompany in the same browser.
Type YES.
Select OK.
Choose your industry from the dropdown.
Select Create accounts based on my industry.
Select Wipe Data.
QuickBooks Online Simple Start cannot use the purge option. QuickBooks Online companies that are 60 days old or older cannot use it.
When purge is unavailable, cancel the current QuickBooks Online company and create a new one. Existing data remains read-only for one year after cancellation, and payroll must be canceled separately when you use Intuit QuickBooks Workforce or QuickBooks Desktop Payroll.
After the Online company is clean or newly created, run the Desktop migration method or the online migration tool again.
Frequently Asked Questions
Does converting QuickBooks Desktop to Online keep Desktop in sync afterward?
No. The move copies Desktop data into QuickBooks Online. It is not a continuing sync between the two products.
Can I convert QuickBooks Desktop Enterprise to QuickBooks Online?
Yes. Intuit supports Enterprise Diamond, Gold, Platinum, and Enterprise Accountant migrations through the CTRL + 1, then CTRL + B + Q export window, as long as the file meets the migration limits.
What if I only want customers, vendors, and account lists in QuickBooks Online?
Choose Bring only list and balances during migration, or manually export Desktop lists to CSV and import them into QuickBooks Online in the supported order.
Can payroll be moved from QuickBooks Desktop Payroll to QuickBooks Online Payroll?
Yes. Intuit QuickBooks Workforce supports payroll-only migration. Run it 2 to 3 days after payroll and before the next payroll.
