QuickBooks File Merge

Since the beginning of time, QuickBooks has been considered to be an efficient accounting software that helps in managing the business software to avoid any complications. With QuickBooks you are able to manage your data properly and work in a more managed setup. Usually, in business you may find yourself needing to merge two company files in QuickBooks Desktop to streamline the data, or reduce duplication or discrepancies. It overall improves the accuracy of your data. With the help of this article, we will guide you to the process of merging files, data files, or even copying lists to merge files in QuickBooks.

Why is Merging Files Important

As your business sees some growth, you might want to create more files which will only lead to more confusion and data fragmentation. Therefore, merging company files is important. It can help you manage all the financial information, customer data, and other essential records into a single, more managed file. With this process, you can enhance the accuracy and simplify the reports and analysis.

How do you Merge Files in QuickBooks?

To make it easier for customers to combine corporate data, QuickBooks provides a special function known as the QuickBooks service file merge . By streamlining the procedure, our service reduces the possibility of errors that could occur during manual data transfer.

A Step Guide to merge files in QuickBooks

Backup data

No matter what you’re doing, creating a backup needs to be the prior decision. So before you start with merging company files in QuickBooks, create a backup of both the source and target company file. This method will ensure that your data is safe and can be restored in case there is any discrepancy.

Open your QuickBooks File Merge Service

  • Select the QuickBooks Desktop and look for the ‘File’ Option.
  • Select ‘utilities’ and then select “Copy Company File for QuickBooks File Merge Service”.

Upload Source & Target File

  • Uploading both the source and target file is important.
  • By choosing the prompts, upload both the source and target company file to the QuickBooks file merge service.
  • With this service, you can analyze any data and identify any potential risks and issues.

Review & Merge

Now that the analysis has been done, review the suggested merge options.

  • You can choose between all the data elements such as lists, balances, and transactions, you want to merge in. QuickBooks itself will guide you through this process.

Start Merging

  • First confirm your selections and start with the merging process.
  • QuickBooks will then generate a merged company file that will contain the data from both the source and target files.

Verify and Adjust

  • Now that the merge is complete and successful, make sure that you carefully review the merged data to ensure nothing has been left and the data is accurate.
  • There can be a possibility that you might need to make some adjustments to accounts and balances to check if the data has been merged carefully.

Testing & Validation

  • It is extremely important to check and test the data which has been merged.
  • You should thoroughly test the merged files by running reports, checking balances, and verifying transactions.

Reconciliation & Post Merge Tasks

This is the final and an important step. With all the checking done, now ensure all your accounts are in order. In case there is any external data or file, update it immediately.

Read more--- Merge Vendors, Suppliers, and Customers QuickBooks

What are the Limitations to Merge Company Files in QuickBooks?

Every little process has certain limitations that need to be taken care of. In order to merge the files, you need to keep a check on the following limitations of company files in QuickBooks.

  • With QuickBooks you cannot merge payroll transactions from secondary file to primary file. QuickBooks usually transfer payroll checks as regular checks with full line item details.
  • Since QuickBooks SDK is not supported, it is difficult to merge with Bank Reconciliations. You will need to do one single reconciliation for each bank account/credit.
  • Due to inadequate quantity on hand to create the assemblies, Data files with negative inventory and/or assembly builds transfer over as pending builds and do not merge appropriately.
  • Since QuickBooks does not maintain historical tax rate changes, data files including sales tax items and sales tax groups that were altered after they were first used might not transfer correctly.
  • Since QuickBooks does not preserve historical group modification data, data files containing group items that were changed after their initial use might not transfer correctly.
  • QuickBooks does not support the transfer of templates, thus they are not moved from secondary files to the primary file. Nevertheless, following the merge, you can manually export templates and import them into the combined file.
  • Since the QuickBooks SDK does not permit attachment transfers, attachments are not transmitted.
  • To-Do lists and customer notes are separate entities.
  • Transaction custom fields in the secondary file(s) are not merged into the main file.
  • Transaction definitions that have been committed to memory from secondary files are not moved and must be refreshed.
  • Secondary file memorization reports are not transferred and must be re-memorized.
  • QuickBooks File Merge
    • It is not possible to move usernames from secondary files to the main file. Following the merge, users will need to be recreated.
    • Data on budgets cannot be combined.


In order to preserve structured financial records and streamline reporting, firms must merge two company files in QuickBooks Desktop. The QuickBooks File Merge Service makes the procedure efficient and easy to use. You can merge your company files, data files, or copy lists with confidence by following the step-by-step instructions in this article, which will guarantee data accuracy and integrity all the way through. To guarantee a smooth transition, don’t forget to test the combined data, back up your data before beginning, and carry out any necessary reconciliations.

Frequently Asked Questions

Can you merge two QuickBooks Online Companies into one company?

Right now, QuickBooks Online does not allow you to combine two company data files into a single company. You can manually enter the data into the company you wish to preserve, but each business is created as a distinct file and cannot be merged.

Can you copy or move a list from one QuickBooks online company into another?

You can import a list into another QuickBooks Online company after exporting it from the first one, in the majority of QuickBooks Online editions. To export a list, locate it, click the Excel button, save it to your computer, and then import it into a different organization.

● Importing a chart of accounts
● Importing customer and vendor contacts from Outlook, Excel or Gmail
● Importing products and services

Can a QuickBooks Online Data File be merged into another QuickBooks Version or vice versa?

You can import a file and convert or merge a company from another version of QuickBooks into QuickBooks Online, but this feature is limited to new companies and can only be used within the first sixty days of the business’s creation. It is necessary to establish a new one if the current one is older than sixty days.

You can export the file first and then convert or merge a company from QuickBooks Online to another version of QuickBooks, but the data will only export into a new QuickBooks Desktop company it won’t export into an already-existing one.