Steps to Migrate QuickBooks Online to Desktop

Migrating your financial data can be a major undertaking, but for many businesses, the move from QuickBooks Online (QBO) to Desktop is a strategic step toward more robust control and specialized features. QBD is known for its powerful, on-premise solutions, including advanced inventory management, detailed job costing for contractors, and manufacturing-specific tools.

If you’re a growing enterprise or a company with complex operational needs, making the switch to QBD could be the right decision. While the process may seem daunting, Intuit provides a dedicated migrator tool to streamline the transition of your essential financial data—from customer lists and vendor information to your complete transaction history. If you are wondering how to migrate QuickBooks Online to Desktop, this guide is all you need to easily move your data. Delve deep into this detailed guide.

How to Move Your Data from QuickBooks Online to Desktop?

You can move your customer lists, vendor lists, transaction history, and balances from QuickBooks Online to Desktop using the QuickBooks Migration Tool. This built-in utility allows you to select whether to transfer all data or just lists and balances, then exports the data into a file that the tool imports into your desktop QuickBooks file.

Let’s see how you can easily migrate QuickBooks Online to Desktop: 

Prerequisites 

To migrate from QBO to QBDT, download QuickBooks Desktop. If you haven’t already done so, download and install the software. Once done, proceed with the following steps: 

• Launch QB Desktop.
• Navigate to File and click on Close Company. Leave the software open until you finish the process. 

1. Download the migration tool in QBO

First, download the migrator tool that will help you migrate QuickBooks Online to Desktop: 

• Sign in to your QuickBooks Online. 
• Navigate to the Export Overview page.
• Hit on Get Started.
• Now, click on the Download tool.

Note: Do not close this page in your browser.

• Install the tool you just downloaded and select Next. 
• Agree to the product’s terms and conditions of the license agreement and select Next. 
• Select Install and click Finish.

Read More- How to Convert QuickBooks Desktop to Online

2. Export your QuickBooks Online data

Let’s export your data from QuickBooks Online: 

• On the Step 1: Prepare to export page, select Continue. 
• Choose the QuickBooks Online data you wish to export and click Continue.

Note: There are options to choose: All financial data or All financial data without transactions. For products and services, the migrator tool doesn’t export the inventory. 

• Click Continue in the Step 3: Request your data page.
• Enter the Name and Email address fields, then select Continue.
• Now, click Close.

Note: Email confirmation may vary based on the data volume you’re migrating. Monitor your QuickBooks Online homepage for updates.

• Navigate to the Export Overview page.
• In the prompted Step 1: Prepare to export page, follow the on-screen instructions for the online migration, then select Continue.  
• Select Continue to Download in the Exporting from QuickBooks Online page, then Download QBXML file.
• Finally, save the file to your desktop and click Continue. 

3. Run the QuickBooks Desktop migration tool

The QuickBooks Online to Desktop migration tool will help you move your data easily: 

• Select Browse in the QuickBooks Desktop Migration tool and choose your QBXML file, then click Open.
• Launch QuickBooks Desktop. 
• In the No Company Open screen, then choose Create a new company.
• In the prompted What does creating a company file require? screen, choose For Myself, then select Start Setup.
• Go to the Sign in Later drop-down in the sign in screen and select In 2 days. Then, click OK. 
• Choose Import in the migration tool, then select the location to save the file and name it. Then, click Save.
• Click Yes always allow access even if QuickBooks is not running in the application certificate.
• Select Yes, then click Continue. 
• Click Done.
• Fill out fields in the Update Business Info screen and click Save.
• Select Sign in now, then click on Start Working.
• In the Intuit Account menu, choose Admin, then type your email address. Then, click Continue.
• Choose In 2 Days in the Sign In Later drop-down, then click OK. 
• Wait until the import finishes, then select Done. 

Learn More- QuickBooks Desktop 2025

4. Check if the data exported matches

After exporting the data, you must run a profit and loss report in both QuickBooks Desktop and QuickBooks Online to compare the books. 

Note: We also recommend that you run the reports on the accrual basis in QuickBooks Online and QuickBooks to match and compare them.

If the reports don’t match 

Reports may not match if you have excessive data due to export limitations or if you are using an unsupported version of Internet Explorer.

In some cases, exporting the data and running the reports again can resolve the problem. To try this, proceed with the following steps: 

• Launch QuickBooks Desktop.
• Navigate to File and choose Close company.
• Repeat Step 3 given above to import the file again. 
• Now, run the profit and loss reports again.

Note: If you still fail to match the reports, make the adjustments for QuickBooks Online and QuickBooks Desktop.

Conclusion 

In conclusion, we have learned how to migrate QuickBooks Online to Desktop successfully, and this guide provides a clear roadmap to help you through the process. We’ve covered the essential steps to ensure a smooth transition and minimize data discrepancies.

While the process is designed to be straightforward, data migration can sometimes be complex. If you encounter any data mismatches, errors, or have questions that go beyond the scope of this guide, it’s highly recommended to seek professional assistance. Connecting with a QuickBooks expert can help you troubleshoot specific issues and ensure your financial data is accurate and secure in its new location.

Frequently Asked Questions 

Can QuickBooks Online be converted to QuickBooks Desktop?

Yes, you can easily convert QuickBooks Online to Desktop. Intuit allows you to migrate the data from version to another using the QB Migrator tool. You must prepare your data in QuickBooks Online, downloading the tool, and then following the prompts to import the QBXML file into your QuickBooks Desktop application. 

Are there limitations to the QuickBooks Online to QuickBooks Desktop conversion?

Yes, there are some limitations of converting QuickBooks Online to QuickBooks Desktop, mainly because of the two different versions, one works on the system and the other is an online version of the software. Usually, the data, such as locations, classes, tags, and long names, may not transfer.

How is the new migration tool different from the old one?

The new or the updated migration tool offers enhanced features, including cross-platform compatibility, improved user interfaces, and better management capabilities. In contrast, older tools were often restricted to specific platforms and lacked robust task management capabilities.

Can you have both QuickBooks Online and Desktop?

Yes, you can use both QuickBooks Desktop (QBDT) and QuickBooks Online (QBO) for a single company, but they are separate products and do not sync automatically, requiring manual data transfer if you need to combine them.

Does it cost to switch from QuickBooks Online to Desktop?

Yes, there are costs associated with migrating from QuickBooks Online to QuickBooks Desktop, primarily the cost of the new QuickBooks Desktop subscription or license and potentially fees for professional data migration services if you require assistance.