Exporting QuickBooks Online to QuickBooks Desktop in 2023
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- čas přidán 6. 08. 2024
- Are you struggling to export QuickBooks Online to QuickBooks Desktop? Then this is the perfect video for you! During this video we will demonstrate a proven method as of May 2023.
NOTE: People have reported that sometimes this does not work in Chrome but it will work in Microsoft Edge Be sure to try both, but if you run into issues, reach out to me and I will try to help answer questions.
Book a 15 min call: calendly.com/parkwayinc/15-mi...
0:00 Intro
0:39 Getting Started
0:55 Modify the URL
1:22 Download Migration Tool
2:30 What data to export
3:15 Request your data
3:50 What to clean up first
4:58 Data is ready to export
6:00 Open your Data Migration Tool
7:00 Import with Data Migration Tool
7:45 Common Error in QuickBooks Desktop
8:34 QuickBooks Application Certification
9:10 Successful Import
10:49 Conclusion
Recently changes were made to QuickBooks Online which seemed to block the ability to export data back to QuickBooks Desktop. The last video we made in April 2021 ( • Export QuickBooks Onli... ) demonstrated a work-a-round to find the secret, very hidden screen to be able to export a company file again!
Below is the the necessary change to the URL to access this function.
Sample URL:
Once in the company file, Change the last past of your URL after the "/app" with "/exportqbodatatoqbdt"
Need to know what does not export to QuickBooks Desktop:
quickbooks.intuit.com/learn-s...
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Good evening,
that is correct. I will be trying this out . Thank you for your time in replying back
Matthew, thank you for your video, it was the only one I could find on CZcams that explained this process in great detail! I have followed your instructions and everything worked perfectly for me.
Well done buddy! 👏👏👏
Thank you so much for watching and leaving such a kind comment! I truly appreciate it!!
*Important tip:* I just learned from a fellow accountant about the conversion process. If you use the "Record Credit Card Payment" feature within QuickBooks Online, the payments made that way may end up in the cash account. You will notice on your balance sheet that the two account balances will be off by the same amount (if you only made payments to one card that way).
Thank you Rich Kane for this important information!
This is a nice video !
Thank you.
Thank you so much for watching!! I hope this helped save you some time!!
Excellent! Thank you for this!
Glad you found it helpful!! Thank you for watching and commenting!
You made my morning 100x easier
Thank you so much! You just made my day!
Great detail. I'm just about ready to give this a try!
Thank you for watching and commenting!! If you run into any challenges, feel free to reach out!
@@Parkwayinc Thank you for that... appreciate the help. Will be doing reports and finalizing first (great advice!!)...
Done. This worked great.. yay!!
I used MS Edge to perform this. My only issue was that the QBDT popup was behind everything and I had to go look for it.
Thank you Matthew!
Thank you for letting us k ow it works with Edge now too!!
Are you able to import your data INTO QBO from QB Premier version and then export OUT, back to a lower version of QBD? I am trying to downgrade my version of QB (I run the only Enterprise license) to the QBPremier so I'm more in line with my coworkers. They're constantly asking for reports from my clients files because they can't access it with their version. I have several companies I would love to be able to do this for and was wondering the most cost effective way of doing it.
Good Afternoon, will I be able to run statements in QBDT
I am assuming that you mean, customer account statements by my answer below. If I am mistake please let me know.
You should always clean up as much of your AR as possible to make it very easy to verify that the open invoices are all accounted for and the balance by customer is correct. You need to review that information first but once you are certain you have everything correct, you will be able to run statements and send them to customers.
Keep in mind, when you export your data from QBO to QBDT... QBO still exists. To buy yourself time, se3nd all your statements from online one last time while updating your QBDT environment.
Thank you for watching and commenting!!
Thank you for the very clear instructions. QB sales told me that it's easy to migrate data from online to the 2024 desktop software, so I bought desktop premier plus 2024) but QB support tells you there is no way to do so. I used your instructions to give it a try - twice. It worked as you said it would, except the balances in half of my accounts are wrong and some vendor history didn't transfer. (I just did a spot check.) I think it's because our file contains transactions from 2006 forward - lots of data. Not sure if I should just use my old desktop company file (from QB premier 2021) and re-do the two months of transactions that we did in online, or try again to get our online data migrated, maybe using that third party migrator that they have now? Any advice? We're a small non profit that needs to use classes in payroll, which is not possible in QB online.
You bring up a great question. If you only have two months of transactions in QuickBooks Online that are not already in your QuickBooks Desktop company file, and you absolutely want to go back to desktop, I would most likely just update the data in your old QuickBooks Desktop file.
That decision is based on the logic that you have not done any other major cleaning of the data or important other information into the QuickBooks Online.
I hope this helped, however, if you have more questions, reach out to me via Facebook Messenger to discuss further!
facebook.com/Spotycus
Thank you for watching and commenting!!
Thank you for your reply, do you know if I can only export my invoices from QBO to QBDT without bringing in my AP, Bank info any other info? Thank you
Not specifically through this process, but you could use a third party tool like SaasAnt, Devart, or CData to accomplish this in multiple steps. I have the tools to do a paid job like this but I would be interested to better understand what you desired end goal is. If it is something you wish to do, book a phone call and we can discuss: calendly.com/parkwayinc/15-minute-introductory-call?back=1&month=2024-04
I so appreciate your help with this! Migration went ok, but some of my balances in my chart of accounts were way off... Retained earnings was $1MM off as well as about 15 other accounts. Any ideas?
Wow that is a large amount to be off by. My first suggestion would be to run a Balance Sheet and Profit & Loss for all years grouped by year in accrual basis in both programs. See if this helps you narrow down if the problem was a growing issue or an adjustment that occurred in a single year. The goal is to break the problem into smaller sections so you can dive into one of the sections to try to locate what got changed. Once you find that, feel free to reach out and we can discuss if it would help.
You can connect with me via Facebook Messenger the fastest: facebook.com/Spotycus
Or schedule a phone call here: calendly.com/parkwayinc/15-minute-introductory-call
Thank you for the video, I could not get the migration tool to download, but before I try to investigate further would you recommend I migrate online data to desktop if I do not have complete reconciliation of my bank account on QB online?
I strongly suggest that you clean up your file as much as possible before doing the conversion. So yes, reconcile all balance sheet accounts that you can. This includes, all bank, credit card, loan accounts, payroll liabilities, clearing accounts, etc.
This is the best way to be able to easily confirm that there are no challenges after your migration.
Luckily, you can always start the process all over after you have done the clean up work.
I just downloaded the migration tool and saved it to a google drive so you can download it from there.
drive.google.com/file/d/1UXCrDyxxoO_VDY_GAgAVh0YW-UQapdj4/view?usp=sharing
I hope this helps!!
@@Parkwayinc You are one of the reasons my belief in humanity is restored. Thank you so much.
@@cityxtopxlights you just made my night! Thank you for motivating me to keep creating content!!
Am I able to just bring over my invoices in QBO to QBDT so i can run my statements in QBDT, since QBO does not allow to modify them?
Yes, as long as you select to export all financial transactions, the invoices will come over as well. There care some limitations if you use products or services where the names are to long. That may cause an issue on some invoices.
Regarding QBO not allowing you to modify them, you absolutely should be able to modify the invoices even after they are closed and paid. Maybe you have your closing date on your QuickBooks Online company file and that is blocking you
Would it work with QuickBooks Pro 2016 Desktop? And would it transfer transaction related attachments from QBO?
You are supposed to import into the most recent version, or at least a version that is still supported. It may work for 2016 but I do not suggest it.
For sure... regardless of version, attachments do not transfer.
I currently have QBD premier can I down grade to QBD Pro? I am looking at the yearly subscriptions.
Yes you can as long as you only need one user. Be sure to watch my video Last Call for QuickBooks to know the fastest way to buy it. They stop selling it as of July 31st 2024.
@@Parkwayinc thank you. one user here, I do send Portable back up's to the CPA
That will still work BUT make sure they are also purchasing the 2024 Accountant version. I would surprised if they are not.
BTW.... Thank you for watching and commenting!!
I did everything as you said but when I opened the company file it looks ok at first glance but my beginning balance when I reconcile is 0 and the few vendors I've checked so far are missing checks that cleared and were already reconciled. So it appears I can't trust the integrity of the downloaded file. Have you seen this before?
Sorry for the slow response.... I have seen all kinds of crazy variations of issues over time. Just look into the comments of this video to see what I mean. Generally, if you reconcile ALL accounts and I mean as many balance sheet accounts as you possibly can, you will have less issues and be able to spot any challenges very quickly.
If the first export has "holes in it", I suggest reviewing the data in QBO and then requesting a brand new export file and starting over.
If you continue to have issues, set up a free call with me and lets talk! calendly.com/parkwayinc/15-minute-introductory-call. (They call may turn into a quick zoom meeting if needed but I will not charge anything for our time together).
Thank you for watching and commenting!!
I am having difficulty finding the quickbooks migration tool. The screen that asks to download the migrating tool does not appear. It may not be available to Canadian subscribers.
Unfortunately this only works for US based companies. There are some 3rd party companies that can help you with the migration but it is very complex to do and costly. I tried to find the name of the people I know but I couldn't find it yet. Once it pops into my head, I will return with another comment.
I need to download now. Have you tried this in 2024?
We have not received the email either time when I tried to migrate and we have not done this before so there is no previous downloaded file. Any ideas would be greatly appreciated! Thank you.
In the past, I kept waiting for an email and it did not show up, BUT when I went back in to complete the process, the file was available on the screen to be downloaded. Depending on the size of the company file it may take longer. Give it up to 1 day max and then go check again.
If you are still not seeing anything, we can jump on a zoom and take a quick look together if you want.
You can book a quick call with me here: calendly.com/parkwayinc/15-minute-introductory-call
Thank you so much for info!
Here is my problem. I have 2 companies and the first company migration was successful but for the second company, I get invalid certificate massage. Do you think I can do this only one time?
There should be no limitation on how many times you do this. I have done numerous migrations on the same computer without any challenge. The invalid certificate message sounds like it could be related to when you have to authorize the web connector after you download the file and start the import.
If you want to take a screen shot and send it to me via Facebook Messenger I can see if I can provide more guidance
facebook.com/Spotycus
@@Parkwayinc I'm getting a similar issue; Got through the entire process up until the Application Cert, but the Menu screen you saw for the certs, I didn't see. It only said "Invalid Certificate". Can I message you on fb? Do you charge for assisting?
@@alexcorl2247 Feel free to connect with me on Facebook. We will setup a time to take a look. Happy to do a quick look with you without charge. facebook.com/Spotycus
@@ParkwayincHmm I just tried again and now it’s working. I Didn’t do anything I just opened qb and gave it a shot. I was on the phone with qb support the other day for 2hrs they couldn’t resolve the issue. Still don’t know what the issue was.
@@5155ohl thank you for the update! I have a feeling this was connected to the "Revoked Certificate issue" that happened last week. This was caused by Microsoft expiring certain digital signatures and made it so countless applications could not connect with Desktop through the web connector. I made a video about it and it had 1k views within a day with so many people unable to process their data.
Glad you got it to work!!
Good evening, I am getting error when file is importing to QBDT, the Grant certificate is not popping up in QBDT, what do i need to do.
Make sure you are logged in as the Admin and the web connector is not being blocked by any firewalls. If you are still having issues, we could try jumping on a quick zoom to check it out.
Hi I exported QBO to QBD after following your steps but now I am getting an error: error 1009 Internal error: unknown xception this happens when file starts downloading to QBDT , do you have any suggestions how to fix this? thanks in advance
Hi Sorry for the slow response... tax season gets in the way sometimes. I am not exactly sure what error 1009 is but the first couple things I would check would be what version of QB Desktop are you going to? Did you go through the authorization process of the web connector? The download should save to your hard drive first. You can choose where to save it but do not mess with the name of it at all!. Then you would start the import into QB Desktop.
I know it have been a few days but if you still need help, book out a call and I will happily troubleshoot with you over the phone for free. calendly.com/parkwayinc/15-minute-introductory-call
Hi there. Thanks for your efforts. However, after seeing dozens of videos and being in chat with Intuit advisors - I still don’t see the clear, free (and paid) way how to duplicate the company from online to desktop. While I used my desktop app - I just backed up needed corp and then created new one based on this file. The way you and others suggest has some pitfalls - not ALL information will be transferred by default. Credit card pay is sufficient in my company.
And actually the last question - after I export all info from online corp into "new" desk corp - will I be able to use my online corp further? Since desktop is just for accounting.
Thank you for watching and commenting. This process does still work but sometimes it requires you to use Microsoft Edge for you to complete the task. There is no charge to do this BUT you must have a new version of QuickBooks Desktop (Preferably 2022 -2024) licensed to be able to complete the task.
Intuit no longer offers trial versions of the desktop software, which may be where you are running into the "not FREE" issue. It is also important to know that Intuit has announced that they will not be selling new subscriptions to QuickBooks Desktop Premier or Pro after May 31st 2024. If you already have a license before then, you can still use it and pay monthly.
You are correct that this is not a perfect dot for dot conversion. In the description of the video, I include a link to Intuit's post about the limitations.
After you export your online company, you can continue to use QuickBooks Online as if nothing every happened. The export process does not impact your ability to use the app moving forward.
If you would like assistance converting your company file, feel free to schedule a phone call and we can discuss
15 min Phone Call: calendly.com/parkwayinc/15-minute-introductory-call
@@Parkwayinc Thanks again. Successfully exported online plus corp to 2021 Desktop Pro version. I am slowpoke, mixed up customers credit cards with company business credit card.
I have a question. When converting from desktop to online, will your chart of accounts and vendors migrate as well, or will all of that information have to be set up again?
Hi @libvodinski6450,
When converting from QuickBooks Desktop to QuickBooks Online all of your chart of accounts, customers, vendors, items, etc. will transfer over to QuickBooks Online. This includes any INACTIVE items. It is important to delete of these that you do not want to transfer during the conversion process.
Ultimately, you want to clean up and reconcile Desktop as close to the day you convert to ensure the best conversion and the easiest review once the conversion is complete.
Thank you for watching and leaving your question!!
Followed entire process. Appears everything imported with the exception of invoices - Looks like none of the invoices imported? suggestions? Thank you for the detailed instructions.
Hi @Techhoneysuckle,
During the export process you have the option to select if you want to export all transactional information or if you prefer to have the data summarized for you instead. It is possible that you did not select to export all the transactional details. If you have other transaction information that got pulled over that will not be the issue.
I would suggest creating a new export file by starting the process all over again and see if you get a different outcome. If you continue to have challenges, reach out to me via Facebook Messenger and we can setup a time to take a look together.
facebook.com/Spotycus/
Hi Is there a migration tool for Mac computer? I am unable to integrate my file due to the two platforms. Do you have any tips on how to do this???
Hi @Maribelcruz0!
Unfortunately, the migration process only works with PC at this time. Which means you would need to migrate to PC first and than convert to MAC. That is not an easy process.
Also, please be aware that Intuit recently announced that they will no longer sell NEW subscriptions to QuickBooks Desktop Pro or Premier after May 31st 2024. If you purchase a license before that date, it is expected to be supported for the standard 2.5 years.
MY GUESS is that will be the last version of those programs ever offered.
@@Parkwayinc Thanks. It really sucks that Mac versions are not available.
Hi Matt, I just completed the process, and everything seemed to work fine (all my totals tie) until I realized that no credit card transactions within QB Online came over in the migration. So instead of a bunch of credit card transactions importing to sum to a total, none came over and the credit card balance is just one number displayed as "Opening Balance Equity". Is this normal or did something go wrong with the import?
Thanks,
Gabe
Hi Gabe! Thank you for watching!
*No that is not normal* but there are a couple things that could be causing it possibly.
In QuickBooks Online, check
the account type and confirm it was listed as a credit card and not something else.
Also check if the account was active at the time (not inactive).
Was the account reconciled up to date.
Did this happen with any other bank accounts or only this one?
Sorry if some of these may sound obvious but just brain dumping to try to help out.
I would suggest request a new export file from QBO (starting over from scratch) making sure that you are selecting to export all transactions and try the import again.
If you still have problems, come find me on Facebook and send me a message and we can jump on a quick zoom together to see if I can see anything else.
facebook.com/Spotycus
@@Parkwayinc Good to know Matt. I'm guessing the credit card transactions did not come over because at the 8:30 mark of your video where you have the option to click on "Allow this application to access personal data...", I left it unchecked. That's the only thing I can think of. QB support helped me do the migration (I found your video after) and the guy told me not to check it for some reason. And by the way, QB no longer supports the migration from QB Online to QB Desktop - I got lucky finding this customer support guy willing to assist. Anyway, I'll give it another go and let you know. Thanks Matt!
@@gaberobles4475 Let me know if it works. If you run into challenges, reach out!! Best of luck!!
Excellent detailed video.
I get to the part where I'm importing the data with the migration tool and an error comes up saying "We're unable to create a new company file." Any idea how to solve this?
I would need additional information to be able to know exactly how to help you out. Here are a few ideas about what could possibly be causing issues.
1: Make sure you are using a version of QuickBooks Desktop that is up to date and still currently supported by Intuit.
This would be 2021 or newer.
2: This process only works with PC versions, it does not work with MAC versions. If it is installed on a server, check that you have writeable access on that server.
3: Make sure that you do not have a company file still active but hiding in the background.
4: Try opening up your QuickBooks Desktop and manually create and save a company file. Will it let you?
I * hope this helped out. If you have more questions, feel free to schedule an appointment to talk.
calendly.com/parkwayinc/15-minute-introductory-call
You can also reach out to me on Facebook Messenger:
facebook.com/Spotycus*
I am assuming none of these people need their invoices, customer base, inventory and so on? This just transfers the accounting portion correct?
Hi @dustinw2796!
You have the option to export all of your transactional information as well (which is how I always do it). If you only want the condensed financials, that would limit the data you can access but that is a choice. There are other limitations when moving back down to desktop. We have a link to those limitations in the description of the video.
Thank you for watching and commenting! I hope this provided you additional value!
I'm confused. I thought that QBDT was being discontinued.
Hi Ruby,
Thank you for watching and commenting. While I cannot officially say that QuickBooks Desktop is going away, YOU ARE CORRECT that Intuit announced they will no longer be selling NEW SUBSCRIPTIONS after May 31st 2024. If you already have a subscription by that date, you will still be able to use the software. For how much longer... that is a completely different conversation. My guess... we probably have till 2026...
Before I try this.....will the quickbooks online file be totally gone? I'm trying this for a new client and don't want to screw up his existing online information
Great Question! The QuickBooks Online company file will not be impacted at all! You can do this export and keep using QuickBooks Online like nothing ever happend.
Worked great, but now my bank balances and some credit card accounts are much higher after exporting from QBO to the desktop version. Everything else looks good.
Were all the accounts completely reconciled before you did the export? You want to run a Profit & Loss and Balance Sheet by year in accrual method.
Make sure any outstanding transactions have been deleted.
The more you clean up before you export the better.
Luckily you can redo the export again if you want to
@@Parkwayinc Yes, they were reconciled. I can fix the year-end balance sheet totals for each year with some journal entries. Thanks!
you didn't click the 'get started ' button and mines not stuck there
Sorry if this comment comes to late. I have seen this happen before and the best work around was to try again using Microsoft Edge.
this option doesn't appear to be available anymore?
I just tried it right now and I was able to get to the export data screen. Try again via chrome.
You also just gave me a great idea on a way to try to make this easier with ChatGPT. It will take me a couple days to build it out though
@@Parkwayinc I am in Canada - does that make a difference?
It doesn't work. "We are unable to create your company file" is all I get over and over and over. I have tried this process countless times.
I am sorry you are having issues.... I have recently done this without issue. Try using a different browser like we mention at the top of the description. Also make sure you are trying to create the new desktop company file into a 2022 or newer version of QuickBooks Desktop.
If you are still having issues, feel free to book a free call with me so we can discuss! Happy to try to help!
calendly.com/parkwayinc/15-minute-introductory-call
I am having the same issue now too. I've migrated a few people to QBD last year with no problem (other than some data coming across incorrectly) but now it does not want to work. QBD 2023 says "We are unable to create your company file", QBD 2022 gives the error code "1009 Unknown exception", QBD 2021 will get to 13% then a window in QBs pops up asking about data collection which then causes the "1009 Unknown Exception" error to pop up. I called Intuit and the lady said the migration tool is for going from QBD to QBO, which isn't (or wasn't) true. It's possible she was inexperienced but she said their training was for QBD to QBO and there's not a way to go backwards. I am wondering if Intuit just changed something to prevent QBO to QBD at this point. I have tried different browsers, different versions of QBD all the way back to 2015, different clients on QBO and its all the same. @Parkwayinc have you tried converting in the past few days?
Where is the "download port"
I am not sure I understand your question, can you elaborate a bit more please?
this link does not work any further
Do you mind telling me which link you are speaking about? I will see if I can update it.
there is no export tool now. It's a dead link when you hit get started @@Parkwayinc
this will NOT work in Chrome. It does work in Edge. I drove myself nuts for hours....
I am sorry to hear that you had challenges. I am still able to do this in Chrome, BUT I have had issues in the past where it would be grumpy and I would have to use Microsoft Edge instead.
I will make sure to add a note at the top of the description for future viewers to know to try both if one fails.
I hope this still provided you some value!