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Moving QuickBooks Desktop records to Online
A migration is a controlled transfer followed by reconciliation. Plan the payroll window, preserve reports that will not move and compare the resulting books before adopting the new file for everyday work.
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General information, not legal or tax advice.
Check the file before starting the move
Intuit’s migration checklist calls for a company file on the local hard drive, a Total Targets count below 4,000,000, verified data and single-user mode. Review these prerequisites against the supplied migration article. Keep a preserved source copy and a written record of the file selected for conversion.
Sources: Intuit - Move from QuickBooks Desktop to QuickBooks Online
Protect the destination and payroll window
Intuit says the Online subscription must have been created within 90 days for customers or 180 days for accountants, and warns that migration replaces its existing data. Desktop Payroll users should wait 2-3 business days after their last run and finish before the next one. Coordinate the move with the payroll preparer.
Sources: Intuit - Move from QuickBooks Desktop to QuickBooks Online
Save reports and review changed structures
Intuit lists past reconciliation reports, memorized reports, sales reps and price levels among items that do not move. It also describes leaf-node jobs becoming projects and remaining jobs becoming sub-customers. Export needed history and review the resulting job structure rather than assuming every old report will be reproduced.
Sources: Intuit - What to expect when you switch from QuickBooks Desktop to QuickBooks Online
Compare the financial results after conversion
Intuit directs comparison of Profit and Loss and Balance Sheet reports using All Dates and Accrual settings, with review of receivables, Undeposited Funds and overall totals. Record differences and resolve them before relying on the new file. Product discontinuation is covered separately in the linked Desktop guide.
Sources: Intuit - What to do after you move from QuickBooks Desktop to QuickBooks Online
Sources: check the file before starting the move
Continue with quickBooks Desktop 2023 discontinuation and migration
Reconcile the books after migration
Tidwell helps reconcile the books and organize supporting schedules for your business decisions. We work with your CPA on tax questions and the financial records they need.