convert QuickBooks Online to QuickBooks Desktop

Convert QuickBooks Online to QuickBooks Desktop

In such a scenario, you will have to convert from QuickBooks Online to QuickBooks Desktop with whole data files. New QuickBooks users are unsure about which QuickBooks version is suitable for their business. The implementation of the right QuickBooks version determines the successful growth of the business. Inadequate knowledge about the features and functions of QuickBooks will result in the conversion of the software version. QuickBooks Online users are not aware of the features and tools of the QuickBooks Desktop version and later realize that it is the right software that fits their business requirements.

Benefits to Switch from QBO to QBDT

It depends on the needs of a business what version of QuickBooks is great for them and why you should switch from QuickBooks Online to QuickBooks Desktop. Here are a few benefits of QuickBooks Desktop that you will love.

  • For many different jobs, QuickBooks Desktop enables you to use customized apps.
  • Large-scale businesses can be efficient in managing inventory and job costing.
  • Since the company data is stored on your computer rather than in the cloud, it is safer.
  • You can avoid the monthly fees for QuickBooks Online.
  • Customers can create several accounts and manage multiple company files with QB Desktop, which is not available with QB online.

System Requirements to Switch your Data Successfully to QuickBooks Desktop

Operating systemsDatabase serversBrowser requirementsHardware and operating system requirements
Windows 11, 64-bit, natively installedWindows Server 2022, Standard and EssentialsInternet access and Google Chrome is needed for QuickBooks Desktop 2024.Processor 2.4 GHz minimum
Windows 10, all 64-bit editions, natively installedWindows Server 2019, Standard and Essentials_RAM (workstation)  8 GB minimum, 16 GB recommended
Windows Server 2022, Standard and EssentialsWindows Server 2016, Standard and Essentials_RAM (server)            
1-5 Users: 8 GB
10 Users: 12 GB
15 Users: 16 GB
20+ users: 20+ GB
Windows Server 2019, Standard and Essentials__Disk Space  2.5 GB of disk space
Windows Server 2016, Standard and Essentials__Windows   North American version of Windows
system requirements

Guide to Convert from QuickBooks Online to QuickBooks Desktop

Intuit offers a step-by-step guide to converting to QuickBooks Online to QuickBooks Desktop. In case you are using an older QuickBooks version you can easily download an updated trial from the QuickBooks trail links available on the QuickBooks website. Before starting the export process, the user must complete a few additional steps to access the export page.

  • You have to choose the option Export data in QuickBooks Online from the Settings tab.
  • Then you have to select Prepare to export the QuickBooks Online Data and repeat steps 2 through 5 from the above Export Data from QuickBooks Online.
  • Download the file from the QuickBooks Online page at this time.
  • Then you have to click Next.
  • Then you have to open QuickBooks Desktop after that, making sure you land on the screen with no companies open.
  • Review the opened file if you have opened the company, then choose to close it.
  • Download it back to QuickBooks Online after making sure the no company page is open.
  • After that, you have to update the location of the company file and save it.
  • Make sure that the location differs from your Windows desktop.
  • Continue to the Convert Now tab after the download is complete.
  • Open the Create a new QuickBooks File menu option, and then save the downloaded file.
  • In the following window, you have to give the file a name and select a location to save it.
  • Choose a local system location rather than an external drive or network.
  • Activate the Finish button to complete the conversion of QuickBooks Online to QuickBooks Pro.
Read more-- QuickBooks Online Integration with Desktop

A Guide to Transferring Data Successfully from QB Online to QB Desktop

The conversion process will in no way alter your accounting data, though not all the data will be converted. So if you’re trying to move QuickBooks Online to QuickBooks Desktop version, follow the methods provided below.

prepare to export data from quickbooks

Step 1: Setup Security Settings for Internet Explorer

Before you start the conversion process, you need to configure the security settings in Internet Explorer. The steps to do so are provided below.

  • Go to the internet explorer icon and right-click on it.
  • Click on Run as Administrator.
  • After that go to Tools and select Internet Options then go to Security.
  • Then select Trusted Sites, click on Sites.
  • Add the following URLs to the list:*, *
  • Disable the option for Enable Protected Mode.
  • Click on Apply and hit OK.

Step 2: Settings up QuickBooks Desktop for the Export

Once you’ve configured Internet Explorer, you can move on to configuring QuickBooks desktop for import of all accounting data. Here are the steps for the same.

  • Go to QuickBooks Desktop Icon and right-click on it.
  • Click on Run as Administrator.
  • From the main menu, click on File.
  • Select close Company.
  • Minimize the window for QuickBooks Desktop.
  • Don’t close the desktop application after you’ve configured the settings. If your system doesn’t have enough memory, then you should first configure QBO and then move to QuickBooks Desktop.

Step 3: Settings up QuickBooks Online for Export the Data

The last application that you must configure before transferring QuickBooks Online data to QuickBooks Desktop. Make sure that you have the credentials for an administrative account. Without administrative privileges, you won’t be able to make necessary changes to the settings.

Follow the settings provided below to configure QuickBooks online for data export.

  • Log into QuickBooks online account.
  • Go to Settings and Click on Gear Icon.
  • Click on Export Data.
  • Select or enter the reason for which you want to export data.
  • Click on Learn More in the Move to QuickBooks Desktop section.
  • Click on Learn more in the Download company data section.
  • Now review your data from the export overview screen, Click on Get Started.
  • Click on Install ActiveX Control Now then Hit Continue.
  • Select all the data you want to include in the export file.
  • Review your preferences.
  • Fill in your contact details and click on Continue.

QuickBooks Online will start preparing your data for export. This process can take up to 2 hours, mostly depending on the number of transactions present in a company file. Once the export file is ready, you’ll receive a confirmation email at the registered address.

Step 4: Export Data from QuickBooks Online

After you get the confirmation message on your email address, follow the steps provided below

  • Log into QuickBooks Online.
  • Go to Settings.
  • Click on Export Data.
  • Select Continue to Download.
  • Click on Download.
  • Click on Convert Now when the download finishes.
  • Save the file in any folder except Desktop.
  • Click on Finished.

While the export process is going on, the progress bar will stop for a long time on multiple occasions. Don’t stop the conversion process because of this reason. The transfer of QuickBooks Online data to the QuickBooks Desktop process continues in the background.

How QuickBooks Desktop is better than QuickBooks Online

Well, In QuickBooks Online you would do this from the home page or you’d also do it from the menus. So if I wanted to send an invoice, I would go to the customers’ tab and create invoices then when I’m ready to receive payment I would again click on customers. When I am now ready to receive payments and then when I’m ready to deposit the payment I would click on banking and make deposits.

If I want to see my lists for my company I would click on the list of the menu and then select the chart of accounts and my item list. And if I wanted to change any of my settings I would click on edit and click on preferences so let’s see how you do this in QuickBooks Desktop.

If the convert QuickBooks Online to QuickBooks Desktop conversion is not complete or you face any inconvenience. You can report immediately to the QuickBooks consultant. The Consultant number connects you to the experienced QuickBooks professionals that cater to prompt and responsive Consultant.

Frequently Asked Questions

Is it possible for QuickBooks Desktop and QuickBooks Online to be used concurrently?

QuickBooks Desktop and QuickBooks Online are not compatible with each other. QuickBooks Desktop and QuickBooks Online are two separate and incompatible platforms.

What information is generally non-convertible from QuickBooks Desktop to QuickBooks Online?

While the majority of your data will be imported when converting from QuickBooks Desktop to Online, the following elements will not be converted:
● Audit trials
● Recurring credit card charges
● Reports
● Bank and credit card account reconciliation reports etc.

What is the one most significant difference between QuickBooks Online and QuickBooks Desktop to which you can’t turn a blind eye?

Usually, There is a big difference between Intuit’s two most popular products, QuickBooks Online and Desktop i.e.; QuickBooks Online is a cloud-based software that charges monthly, whereas QuickBooks Desktop is installed locally and charges on an annual basis.

Can QuickBooks Online be converted to QuickBooks Desktop?

If you want to migrate from the cloud-based version of the program to the desktop version of QuickBooks, you must take on the export and input process described above because there is no instant or automated way to do so.

Can you switch from desktop to QuickBooks Online?

Users can choose the Export Data function in QuickBooks Online (QBO) to export QuickBooks Online data to the desktop. To do this, go to the Gear icon and then select the Export Data menu item. The user must finally select the Export to QuickBooks Desktop option.