How to Export QuickBooks Online to QuickBooks Desktop?
QuickBooks Online (QBO) and QuickBooks Desktop (QBD) are two popular accounting solutions offered by Intuit. While QuickBooks Online provides the flexibility of cloud-based access, QuickBooks Desktop is favored by many businesses for its robust features and offline functionality. If you’re transitioning from QuickBooks Online to QuickBooks Desktop, you’ll need to export your data from QBO and import it into QBD. This process ensures that your financial records, customer information, and other critical data are seamlessly transferred.
In this guide, we’ll walk you through the steps to export data from QuickBooks Online to QuickBooks Desktop, including tips to ensure a smooth transition.
Why Export from QuickBooks Online to QuickBooks Desktop?
There are several reasons why businesses may choose to switch from QuickBooks Online to QuickBooks Desktop:
Advanced Features:
QuickBooks Desktop offers more advanced features, such as industry-specific versions (e.g., Contractor, Nonprofit, Retail) and enhanced reporting capabilities.
Offline Access:
Unlike QuickBooks Online, QuickBooks Desktop does not require an internet connection to access your data.
Data Control:
Some businesses prefer to have their data stored locally rather than in the cloud.
Cost Considerations:
Depending on your business needs, QuickBooks Desktop may be more cost-effective in the long run.
What Data Can Be Exported from QuickBooks Online to QuickBooks Desktop?
Before starting the export process, it’s important to understand what data can be transferred. The following data can typically be exported from QuickBooks Online to QuickBooks Desktop:
Chart of Accounts
Customers
Vendors
Products and Services (Items)
Bank Transactions
Invoices
Bills
Payments
Journal Entries
However, certain data, such as payroll information, budgets, and attachments, may not transfer directly and may require manual entry.
Steps to Export QuickBooks Online to QuickBooks Desktop
The process of exporting data from QuickBooks Online to QuickBooks Desktop involves several steps. Below is a detailed guide to help you through the process:
Step 1: Prepare Your QuickBooks Online Data
Before exporting your data, ensure that your QuickBooks Online file is up to date and accurate.
Reconcile Accounts:
Reconcile all bank accounts, credit cards, and other financial accounts in QuickBooks Online.
Review Data:
Check for any discrepancies or errors in your data, such as duplicate entries or missing information.
Backup Your Data:
Export a backup of your QuickBooks Online data for safekeeping. Go to Settings > Export Data and follow the prompts.
Step 2: Export Lists from QuickBooks Online
QuickBooks Online allows you to export lists (e.g., customers, vendors, products) in Excel or CSV format.
Export Customers:
Go to Sales > Customers.
Click the Export icon and choose Excel or CSV.
Export Vendors:
Go to Expenses > Vendors.
Click the Export icon and choose Excel or CSV.
Export Products and Services:
Go to Sales > Products and Services.
Click the Export icon and choose Excel or CSV.
Export Chart of Accounts:
Go to Accounting > Chart of Accounts.
Click the Export icon and choose Excel or CSV.
Step 3: Export Transactions from QuickBooks Online
QuickBooks Online allows you to export transactions (e.g., invoices, bills, payments) in Excel or CSV format.
Export Invoices:
Go to Sales > All Sales.
Filter the list to display invoices and click the Export icon.
Export Bills:
Go to Expenses > All Expenses.
Filter the list to display bills and click the Export icon.
Export Bank Transactions:
Go to Banking > Bank Accounts.
Select the account and click Export.
Step 4: Import Data into QuickBooks Desktop
Once you’ve exported your data from QuickBooks Online, you can import it into QuickBooks Desktop.
Create a New Company File in QuickBooks Desktop:
Open QuickBooks Desktop and go to File > New Company.
Follow the prompts to set up a new company file.
Import Lists:
Go to File > Utilities > Import > IIF Files (if available) or use the Excel/CSV Import Tool.
Import the lists you exported from QuickBooks Online (e.g., customers, vendors, products).
Import Transactions:
Use the Excel/CSV Import Tool to import transactions (e.g., invoices, bills, payments).
Go to File > Utilities > Import > Excel Files and follow the prompts.
Step 5: Reconcile and Verify Data in QuickBooks Desktop
After importing your data, it’s important to verify its accuracy and reconcile your accounts.
Review Imported Data:
Check the imported lists and transactions for any errors or missing information.
Reconcile Accounts:
Reconcile your bank accounts, credit cards, and other financial accounts in QuickBooks Desktop.
Generate Reports:
Run key reports (e.g., Profit & Loss, Balance Sheet) to ensure the data matches your QuickBooks Online records.
Step 6: Manually Enter Unsupported Data
Some data, such as payroll information, budgets, and attachments, may not transfer directly. You’ll need to manually enter this data into QuickBooks Desktop.
Tips for a Smooth Transition
Use QuickBooks Desktop Conversion Tool:
Intuit offers a QuickBooks Online to Desktop Conversion Tool that automates much of the export/import process. Check the Intuit website for availability.
Consult a QuickBooks ProAdvisor:
If you’re unsure about the process, consider working with a QuickBooks ProAdvisor to ensure a seamless transition.
Test the Imported Data:
Before fully transitioning to QuickBooks Desktop, test the imported data to ensure everything is working correctly.
Keep QuickBooks Online Active:
Maintain your QuickBooks Online subscription until you’re confident that all data has been successfully transferred to QuickBooks Desktop.
Conclusion
Exporting data from QuickBooks Online to QuickBooks Desktop is a multi-step process that requires careful planning and execution. By following the steps outlined in this guide, you can ensure that your financial data is accurately transferred to QuickBooks Desktop. Remember to back up your data, verify the accuracy of the imported information, and manually enter any unsupported data.
If you encounter any challenges during the process, don’t hesitate to seek assistance from QuickBooks support or a certified QuickBooks ProAdvisor. With the right approach, you can successfully transition from QuickBooks Online to QuickBooks Desktop and continue managing your business finances efficiently.
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