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Switching from QuickBooks Desktop to QuickBooks Online using the Desktop App

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Transitioning from QuickBooks Desktop to QuickBooks Online is a strategic move for businesses looking to embrace the flexibility and accessibility of cloud-based accounting. 

Did you know? Over 4.5 million businesses worldwide use QuickBooks Online, making it one of the most popular cloud-based accounting solutions globally. By leveraging the QuickBooks Online Desktop App, you can maintain a familiar desktop experience while benefiting from the advanced features of QuickBooks Online.

In this guide, you’ll cover the step-by-step process of switching, the benefits of using the Desktop App, and important tasks to ensure a successful transition. You’ll also discover why this shift is important for modern businesses and provide useful tips for making the migration as smooth as possible.

Why Switch from QuickBooks Desktop to QuickBooks Online?

Before diving into the specifics of migration, it’s important to understand why many businesses are making the switch. QuickBooks Desktop has been a trusted tool for years, but its limitations become more apparent as businesses grow and technology evolves. 

quickbooks online from desktop

Here are some key reasons why the move to QuickBooks Online from Desktop is essential.

  • Accessibility Anywhere: With QuickBooks Online, you can access your company data from anywhere, at any time, on any device with internet access. This is particularly valuable for remote teams or businesses with multiple locations.
  • Automatic Backups and Updates: Unlike QuickBooks Desktop, which requires manual backups and updates, QuickBooks Online handles these tasks automatically. This reduces the risk of data loss and ensures you’re always using the latest version of the software.
  • Integration with Apps: QuickBooks Online integrates with over 650 business apps, making it easy to connect to payroll systems, CRM tools, payment platforms, and more. This kind of flexibility isn’t possible with the Desktop version.
  • Collaboration Across Teams: Multiple users can access and work on the same data simultaneously in QuickBooks Online, eliminating the need for version control and increasing team collaboration.

quickbooks online from desktop

Benefits of Using the QuickBooks Online Desktop App

Switching from QuickBooks Desktop to QuickBooks Online doesn’t mean you have to leave the comfort of a desktop application. The QuickBooks Online Desktop App offers a hybrid solution that combines the power of cloud-based accounting with the familiarity of desktop navigation.

1. Stay signed in for extended periods

Unlike the browser version, the QuickBooks Online Desktop App allows you to stay signed in for extended periods, saving time and reducing login disruptions. This feature is a major time-saver for businesses that require long, uninterrupted accounting sessions. It is especially beneficial for companies handling high volumes of transactions or needing constant access to their financial data.

2. Familiar navigation map view

For long-time users of QuickBooks Desktop, the transition to QuickBooks Online from Desktop is made easier with the app’s navigation map view, which mirrors the layout of QuickBooks Desktop. This helps reduce the learning curve and ensures users don’t lose productivity while adapting to the new system.

3. Manage multiple QuickBooks Online accounts

The ability to manage multiple QuickBooks Online companies without logging out or reloading is a significant benefit, especially for accountants or businesses managing several entities. In QuickBooks Desktop, switching between companies can be cumbersome, but the Online Desktop App allows for a smoother transition between accounts.

4. Split-screen functionality

The Desktop App’s split-screen functionality allows users to work on two tasks simultaneously, such as reconciling a bank statement on one screen while updating payroll settings on another. This enhances productivity and multitasking capabilities, which are often limited in traditional QuickBooks Desktop.

5. Better performance and speed

The QuickBooks Online Desktop App often performs faster than the browser version, as it is optimized for local resources. This can significantly improve the user experience, especially when dealing with large datasets or running complex reports.

Preparation Before Switching

Before you transition from QuickBooks Desktop to QuickBooks Online, there are a few important preparatory steps to ensure the migration goes smoothly. Skipping these steps can lead to data errors or incomplete transfers, which can disrupt your accounting processes.

1. Ensure QuickBooks Desktop is up-to-date

Make sure your QuickBooks Desktop is updated to the latest version. This ensures compatibility and reduces the risk of issues when exporting your data to QuickBooks Online from Desktop.

quickbooks online from desktop

2. Check company file size suitability

QuickBooks Online has a limit on company file sizes. Files that exceed 350,000 targets may not be fully imported. If your file is too large, consider condensing the data or archiving old transactions before proceeding.

3. Print sales tax liability and other reports

Print essential reports such as the Sales Tax Liability and Profit & Loss statements from QuickBooks Desktop. This provides a reference point to verify that all data has been transferred correctly after the migration.

4. Specific instructions for payroll users

If you’re using payroll in QuickBooks Desktop, be sure to follow specific instructions for exporting and re-setting payroll in QuickBooks Online. Payroll settings typically don’t transfer directly, so you’ll need to set it up again after the migration.

Also Read: Quickbooks Sales Order Integration: Fixing Missing Sales Order

Steps to Download and Install the QuickBooks Online Desktop App

Once you’ve completed your preparations, the next step is downloading and installing the QuickBooks Online Desktop App to facilitate the switch from QuickBooks Desktop to QuickBooks Online.

1. Sign up for QuickBooks Online

Choose the right QuickBooks Online plan for your business and sign up. The platform offers various options depending on your business size and needs.

2. Download and install the desktop app

After signing up, visit the QuickBooks website and download the Desktop App installer. Save the .exe file and follow the on-screen instructions to install it on your device.

3. Initial setup

Once installed, log in using your QuickBooks Online credentials and complete the initial setup. This includes configuring your app preferences and linking your QuickBooks Online account.

Exporting Data from QuickBooks Desktop

Transferring data from QuickBooks Desktop to QuickBooks Online is a critical step that requires careful attention to detail. To avoid data loss, follow these instructions closely:

1. Backup your company file

Before migrating, create a backup of your company file. This ensures you have a secure copy if anything goes wrong during the migration process.

2. Verify and rebuild data

Use QuickBooks Desktop’s Verify and Rebuild tool to check for any errors in your company file. Fixing these issues ahead of time will prevent complications when exporting to QuickBooks Online.

3. Exporting data

Once your data is verified, go to the Company menu and choose “Export Company File to QuickBooks Online.” Follow the on-screen instructions to export your company data.

Watch here: How to download and install QuickBooks Desktop

Importing Data to QuickBooks Online Using the Desktop App

After exporting your data from QuickBooks Desktop, use the QuickBooks Online Desktop App to import it into QuickBooks Online:

1. Sign in to the desktop app

Open the QuickBooks Online Desktop App and sign in using your QuickBooks Online credentials.

2. Navigate to export options

Once logged in, go to the “Company” menu and select “Export Company File to QuickBooks Online.” This will initiate the data import process.

3. Follow on-screen instructions

The Desktop App will guide you through the rest of the process, ensuring your data is imported accurately and completely.

Watch Here: QuickBooks integrated apps for Data Import and Automation

Post-Migration Tasks

Once your data is successfully imported into QuickBooks Online from your Desktop, several important post-migration tasks must be completed to ensure everything is set up correctly.

1. Verify data completeness

Check that all data has been transferred accurately. Review reports such as Profit & Loss and Balance Sheet to ensure no transactions or data are missing.

2. Configure company settings

Set up or review company settings such as tax rates, user permissions, and bank feeds. You may also need to adjust invoice templates and other preferences to match your old settings from QuickBooks Desktop.

3. Connect bank and credit card accounts

Reconnect your bank and credit card accounts to enable automatic transaction imports. This is a key feature of QuickBooks Online that streamlines transaction tracking.

4. Review and clean up bank reconciliations

After migrating, reconcile your bank accounts to ensure they match your actual bank statements. This step is crucial to ensure that your data is accurate.

5. Link payments and credits to invoices

Ensure all payments and credits are properly linked to the correct invoices and bills. This helps maintain accurate accounts receivable and accounts payable records.

Using the Desktop App Features

The QuickBooks Online Desktop App offers powerful features that enhance your experience and make your work more efficient:

1. Toggle between view modes

The app gives you the flexibility to switch between different view modes to suit your work style. You can opt for a map view similar to QuickBooks Desktop, which offers a familiar, organized layout for those used to the desktop version. 

Alternatively, you can use the dashboard view to get a real-time snapshot of your financial data, making it easier to stay on top of critical tasks.

2. Take advantage of split-screen functionality

Managing multiple tasks at once is simplified with the app’s split-screen feature. This allows you to open two windows side by side, perfect for multitasking. For instance, you can compare financial reports in one window while entering new transactions in the other. This feature not only saves time but also helps reduce errors when reviewing data.

3. Seamlessly manage multiple accounts

If you manage several businesses or entities, the QuickBooks Online Desktop App makes it easy to switch between different accounts without logging in and out repeatedly. 

This feature is especially valuable for accountants or business owners who handle finances for multiple companies, streamlining the process of managing financials across various accounts.

By leveraging these features, you can significantly enhance your productivity and manage your financial data more efficiently and organized.

Common Challenges When Switching to QuickBooks Online

While switching from QuickBooks Desktop to QuickBooks Online offers numerous benefits, there are a few common challenges that businesses may face during the migration:

1. Data formatting issues

Sometimes, data may not transfer exactly as expected, especially for custom fields or older transactions. It’s important to double-check your data post-migration to ensure everything aligns correctly.

2. Learning curve for new features

While the interface is user-friendly, QuickBooks Online has several new features that may take time to get used to. Providing training or familiarizing your team with the platform’s capabilities can reduce downtime.

3. Adjusting to cloud-based workflows

Transitioning from a desktop-based workflow to a cloud-based environment may feel different, especially for teams used to offline access. The good news is that QuickBooks Online’s mobile access and real-time updates will enhance your workflow in the long run.

Also Read: Quickbooks Desktop Discontinued: Everything You Need to Know!!!

quickbooks online from desktop

Conclusion

Switching from QuickBooks Desktop to QuickBooks Online using the Desktop App is a smart move for businesses seeking greater flexibility, improved collaboration, and enhanced functionality. You can ensure a smooth and successful transition by following the steps outlined in this guide.

No matter whether you choose QuickBooks Desktop or the Online version, you can always achieve flexibility in your business process by integrating it with WizCommerce. This integration eliminates manual data entry, up-levels your business operations, and lets you focus more on closing deals.  WizCommerce is here to supercharge your QuickBooks setup. From integrating with your existing accounting software to assisting with setup and customization, our team of experts can streamline the process for you. Book your demo today

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