How to Move From QuickBooks Online to QuickBooks Desktop

Your options, what comes across, and a plan for a clean switch.

Plenty of businesses start on QuickBooks Online and later decide Desktop suits them better. Maybe the monthly price keeps climbing, maybe you want your data on your own computer, or maybe you just prefer how Desktop works. Whatever the reason, moving is very doable.

This guide covers your three options, what transfers and what doesn't, and a simple plan for switching over without losing track of anything.

Why People Move to Desktop

• No monthly bill with a one-time license
• Data on your own computer, not someone else's server
• Speed, especially for heavy data entry and big reports
• Works offline, so a slow internet day doesn't stop you
• Industry features in Premier and Enterprise, like detailed job costing

Your Three Options

Option 1: Start fresh with opening balances

This is the simplest and cleanest route, and it's what many accountants recommend. You set up a new Desktop company file, bring over your lists, and enter opening balances as of a cut-off date, usually the start of a month, quarter or year. Your history stays in QuickBooks Online for reference (export your reports before you cancel).

Option 2: Use Intuit's export tool

Intuit has offered a way to export a QuickBooks Online company to a Desktop file. It's changed over the years and isn't available for every subscription or region, and it needs a Windows computer with QuickBooks Desktop installed. If you see an export option in your QuickBooks Online account, it can bring over much of your history. Check what came across carefully.

Option 3: Use a conversion service

Third-party conversion services can move full transaction history from Online to Desktop. They cost money, but can be worth it if you need years of detailed history in one file.

What Transfers and What Doesn't

Lists like customers, vendors, items and the chart of accounts can be exported from Online as spreadsheets and imported into Desktop. Balances can be entered as opening balances. Things that don't come across cleanly, whichever way you go:

• Bank feed rules and connections
• Attachments and receipts
• Recurring transaction templates
• Custom invoice templates
• Integrations and connected apps
• Payroll setup (plan this separately)

A Step-by-Step Switch Plan

1. Pick your cut-off date. The first day of a month or quarter keeps things tidy. Year-end is cleanest of all.
2. Close out the period in Online. Reconcile every bank and credit card account through the cut-off date.
3. Export reports from Online. Save a trial balance, balance sheet, profit and loss, A/R and A/P aging, and general ledger as of the cut-off date as PDF and Excel files.
4. Export your lists. Customers, vendors, products and services, and your chart of accounts.
5. Install QuickBooks Desktop and create a new company file. Our installation guide walks through it.
6. Import your lists using File > Utilities > Import > Excel Files.
7. Enter opening balances from your trial balance, and enter open invoices and bills individually so you can receive payments against them.
8. Check your numbers. Your Desktop balance sheet as of the cut-off date should match Online's to the penny.
9. Run both for a month if you can, then cancel Online once you're confident. Keep your exported reports forever.

Which Desktop Version Should You Choose?

If you were on QuickBooks Online Simple Start or Essentials, QuickBooks Pro usually covers everything. If you used Plus for projects or inventory, look at Premier. If you were on Advanced with lots of users, Enterprise is the closer match. Our Pro vs Premier vs Enterprise guide can help.