How to Download QuickBooks Online Data to QuickBooks Desktop
If you are using QuickBooks Online, you might be wondering if you can download your data to QuickBooks Desktop. QuickBooks Online is a cloud-based accounting software that lets you access your books from any device with an internet connection. QuickBooks Desktop is a desktop-based accounting software that you install on your computer and offers more features and customization options than QuickBooks Online.
There are many reasons why you might want to download your data from QuickBooks Online to QuickBooks Desktop, such as:
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You prefer the interface and functionality of QuickBooks Desktop
You need more advanced features that are not available in QuickBooks Online, such as inventory management, job costing, or industry-specific reports
You want to save money on subscription fees by paying a one-time fee for QuickBooks Desktop
You want more control over your data security and backup
Whatever your reason, you can download your data from QuickBooks Online to QuickBooks Desktop in three easy steps:
Prepare your QuickBooks Online data for export
Install the QuickBooks Export Tool and export your data
Import your data into QuickBooks Desktop
In this article, we will walk you through each step and show you how to do it with screenshots and tips. Let's get started!
Step 1: Prepare Your QuickBooks Online Data for Export
Before you can export your data from QuickBooks Online, you need to make sure that your data is ready for the process. This involves updating your company information, cleaning up your data, and checking for errors.
To update your company information, go to Settings > Account and Settings > Company. Make sure that your company name, address, phone number, email, tax ID, industry, legal name, and company type are correct. You also need to enter an email address where Intuit can send you a confirmation code for the export process.
To clean up your data, go to Settings > Advanced. Under Data, click on Edit next to Audit Log. This will show you a list of all the changes made to your books. Review the list and look for any errors or inconsistencies. If you find any, you can either undo them or make corrections manually.
To check for errors in your data, go to Settings > Tools. Under Run Report Tools, click on Run Report next to Exceptions to Closing Date. This will show you any transactions that were changed or added after your last closing date. You can either lock these transactions or make adjustments as needed.
For more details on how to prepare your QuickBooks Online data for export, you can check out this from Intuit.
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Step 2: Install the QuickBooks Export Tool and Export Your Data
Once your data is ready, you can download and install the QuickBooks Export Tool from Intuit's website. This is a free tool that will help you export your data from QuickBooks Online to a file that can be imported into QuickBooks Desktop.
To download and install the tool, follow these steps:
Go to and sign in with your QuickBooks Online credentials.
Select the option to Export Data.
You will receive an email with a confirmation code. Enter the code in the tool and click on Continue.
The tool will download and install on your computer. You may need to allow it to run through your firewall or antivirus software.
The tool will launch and connect to your QuickBooks Online account. You will see a screen with two options: Export All Data or Export Selected Data. Choose the option that suits your needs.
The tool will start exporting your data. Depending on the size of your data, this may take some time. You can monitor the progress on the screen.
When the export is complete, you will see a message that says Your data has been exported successfully. You will also see the location of the exported file on your computer. Make a note of this location as you will need it in the next step.
Click on Finish to close the tool.
Here are some screenshots and tips for using the tool:
If you encounter any errors or issues during the export process, you can check out this from Intuit for troubleshooting tips.
If you want to export only some of your data, such as customers, vendors, or products, you can use the Export Selected Data option. However, this option may not export all the details and transactions associated with your data. For example, if you export only customers, you may not get their invoices, payments, or balances. Therefore, it is recommended to use the Export All Data option for a complete export.
The exported file will have a .OE extension and will be named after your QuickBooks Online company name. For example, if your company name is ABC Inc., the file will be named ABC Inc.OE. You can rename the file if you want, but do not change the extension.
Step 3: Import Your Data into QuickBooks Desktop
The final step is to import your data into QuickBooks Desktop. To do this, you need to have QuickBooks Desktop installed on your computer and activated with a valid license. You also need to have the same version or a newer version of QuickBooks Desktop as your QuickBooks Online subscription. For example, if you have QuickBooks Online Plus, you need to have QuickBooks Desktop Pro or Premier or Enterprise.
To import your data into QuickBooks Desktop, follow these steps:
Open QuickBooks Desktop and create a new company file. You can do this by going to File > New Company.
You will see a screen that says Welcome to QuickBooks Desktop!. Click on Create a new company file from an existing one online.
You will see a screen that says Select Your QuickBooks Online Company File. Click on and locate the exported file on your computer. Select the file and click on Open.
You will see a screen that says Importing Data from QuickBooks Online. Click on OK to start the import process.
The import process may take some time depending on the size of your data. You can monitor the progress on the screen.
When the import is complete, you will see a message that says Your data has been imported successfully. You will also see a summary of the data that was imported and any errors or warnings that occurred.
Click on Done to close the screen and open your QuickBooks Desktop company file.
Here are some screenshots and tips for importing your data:
If you encounter any errors or issues during the import process, you can check out this from Intuit for troubleshooting tips.
If you want to import only some of your data, such as customers, vendors, or products, you can use the Selective Import option. However, this option may not import all the details and transactions associated with your data. For example, if you import only customers, you may not get their invoices, payments, or balances. Therefore, it is recommended to use the Full Import option for a complete import.
The imported data will be converted to the format and structure of QuickBooks Desktop. This means that some of your data may look different or be located in different places than in QuickBooks Online. For example, some of your reports, preferences, attachments, or custom fields may not be imported or may be changed. You can check out this from Intuit to see how your data will be affected by the import.
Conclusion
Congratulations! You have successfully downloaded your QuickBooks Online data to QuickBooks Desktop. You can now enjoy the benefits of using QuickBooks Desktop, such as:
More features and customization options for your accounting needs
Lower costs and more control over your data security and backup
Faster performance and offline access to your books
If you want to learn more about how to use QuickBooks Desktop, you can check out these from Intuit. You can also contact Intuit's customer support team for any questions or assistance.
We hope you found this article helpful and informative. If you did, please share it with your friends and colleagues who might also be interested in downloading their QuickBooks Online data to QuickBooks Desktop. Thank you for reading!
FAQs
How long does it take to export and import the data?
The time it takes to export and import the data depends on several factors, such as the size of your data, the speed of your internet connection, and the performance of your computer. On average, it may take anywhere from 15 minutes to several hours to complete the process.
What data can be exported and imported?
You can export and import most of your data from QuickBooks Online to QuickBooks Desktop, such as:
Your company information and settings
Your chart of accounts and balances
Your customers, vendors, employees, and other names
Your products and services
Your transactions and registers
Your budgets and classes
Your memorized reports and transactions
What are the system requirements for using the QuickBooks Export Tool?
To use the QuickBooks Export Tool, you need to have:
A Windows computer with at least 4 GB of RAM and 2.5 GB of disk space available
A high-speed internet connection with at least 25 Mbps download speed and 5 Mbps upload speedA compatible version of QuickBooks Online and QuickBooks Desktop
How can I back up my data before exporting or importing it?
It is always a good idea to back up your data before exporting or importing it, in case something goes wrong or you change your mind. To back up your data, you can:
For QuickBooks Online, go to Settings > Tools. Under Export Data, click on Export Data. You will see an option to Download a backup copy of your data. Click on it and follow the instructions to save a copy of your data on your computer or cloud storage.
For QuickBooks Desktop, go to File > Backup Company. You will see an option to Create Local Backup. Click on it and follow the instructions to save a copy of your data on your computer or external drive.
What if I want to switch back to QuickBooks Online?
If you decide that you want to switch back to QuickBooks Online after importing your data into QuickBooks Desktop, you can do so by following these steps:
Open QuickBooks Desktop and go to Company > Export Company File to QuickBooks Online.
You will see a screen that says Welcome to QuickBooks Online!. Sign in with your QuickBooks Online credentials.
You will see a screen that says Select Your QuickBooks Online Company File. Choose the company file that you want to overwrite with your QuickBooks Desktop data.
You will see a screen that says Importing Data from QuickBooks Desktop. Click on OK to start the import process.
The import process may take some time depending on the size of your data. You will receive an email when the import is complete.
You can then log in to your QuickBooks Online account and access your data.
Note that switching back to QuickBooks Online may result in some data loss or changes, as not all data can be converted from QuickBooks Desktop to QuickBooks Online. You can check out this from Intuit to see how your data will be affected by the switch. 44f88ac181
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