Migrating from QuickBooks Desktop (QBD) to QuickBooks Online (QBO) can be a significant step for your firm. The process below outlines suggested best practices in a simplified checklist to help you prepare, migrate, and validate your data for the smoothest possible experience.
Before Getting Started
It’s important to note that all decisions and final choices should be made by your firm and your accounting partner. While many firms have successfully used this approach, Monograph cannot dictate how you complete your migration. Every firm’s needs, data, and workflows are unique, and you should adapt these steps as needed.
We recommend completing your transition from QuickBooks Desktop to QuickBooks Online before enabling the Monograph and QBO integration. This ensures your new QuickBooks Online file contains only your most relevant and prioritized information, which will then sync cleanly into Monograph.
☑️ Step 1: Pre-Migration Preparation
Clean up and prepare your QuickBooks Desktop file to ensure a smoother migration. The cleaner your file is, the less time you’ll spend fixing errors afterward.
Confirm which version of QuickBooks Desktop you are using and check that your file is not too large for conversion. Use Ctrl + 1 to view product information.
If your targets exceed 1.2M, the file is too large. Consider using QBD’s Condense Data Utility or using Dataswitcher (see third-party migration tools below).
Remove old or inactive customers, vendors, items, and accounts
Delete or void unbilled charges and unbilled time tied to inactive accounts, customers, vendors, or employees
Ensure all transactions are posted, including deposits, payrolls, and checks
Reconcile all bank, credit card, and loan accounts up to the most recent statement
Update QuickBooks Desktop to the latest release
Create a backup of your company file (.QBB) and store it securely
☑️ Step 2: Set Up Your QBO Plan
The migration process requires that your QuickBooks Online company be created first. Sign up for a free 30-day QuickBooks Online trial, with Advanced recommended for migration. Advanced supports the widest range of data types and offers the greatest flexibility during conversion. After migration, you can downgrade to Essentials or Plus if those better fit your long-term needs.
Please note that downgrading may affect any promotional discounts applied when the trial was created.
Create your QuickBooks Online Advanced trial account
Keep your QuickBooks Online login credentials handy for the migration
Follow the initial setup prompts for best results; you can skip product marketing prompts
Verify that core settings such as tax rates and currency match your QuickBooks Desktop file
Confirm company details including company name and legal entity
Set up user access, noting that permissions differ between QuickBooks Desktop and QuickBooks Online
Enable advanced features such as classes and locations if your firm uses them
Choose a migration start date for which transactions will move into QuickBooks Online
Set a QuickBooks Online close date as the day before your migration start date to prevent new entries
☑️ Step 3: Choose a Migration Method
You have two main options for moving your data: Intuit’s built-in migration tool or a third-party service. Choose the method that best fits your file size, data complexity, and level of control needed.
Option 1: Intuit’s Built-In Migration Tool
This method works well for smaller or simpler files and allows you to import either all data or only balances and lists. Importing balances and lists is helpful if your historical data is messy, your file is very large, or you prefer starting with a clean slate without bringing over all past transactions.
Option 2: Third-Party Migration Tools
Third-party tools are best for larger or more complex migrations. If you want to avoid bringing inactive or unnecessary records into QuickBooks Online, a third-party tool is generally the better choice.
Dataswitcher is ideal for large files and selective historical data.
SaasAnt and Transaction Pro provide more control over what is imported, such as excluding inactive sub-customers.
Decide if you’ll use QB’s migration tool or a third-party provider
Run a test migration with a small batch of data if using a third-party tool
Document what data you’re migrating (all history vs. partial history)
☑️ Step 4: Validate the Migration
Once your data is in QuickBooks Online, compare it against your QuickBooks Desktop file. Do not skip this step. Validation ensures your books remain accurate, audit-ready, and compliant.
Run and compare the following reports in both QuickBooks Desktop and QuickBooks Online using All Dates:
Profit and Loss
Balance Sheet
Trial Balance
Accounts Receivable Aging
Accounts Payable Aging
Confirm that all account balances match exactly
Review opening balances, retained earnings, and equity accounts
Flag and resolve any discrepancies, with support from your accountant or bookkeeper as needed
☑️ Step 5: Post-Migration Setup
Now that you’re in QuickBooks Online, reconnect and configure your integrations so everything functions as expected.
Reconnect bank feeds and confirm transactions are importing correctly
Re-establish payroll setup and import employees, keeping in mind that historical payroll may not carry over
Reconnect tax settings and confirm filing methods
Set up QuickBooks Payments or your preferred payment processor
Choose the appropriate long-term QuickBooks Online plan for your firm
For Your Consideration
QuickBooks Desktop and QuickBooks Online are not identical systems. Data is mapped into QuickBooks Online’s structure, which may result in reports looking different.
Some data will migrate but may function differently in QuickBooks Online and require adjustments after migration.
Some data will not migrate, including custom reports, audit trail, recurring templates, and full payroll history.
Confirm that your third-party integrations, such as payroll tools, are supported in QuickBooks Online.
Migration requires a clean QuickBooks Online file with no pre-existing data; avoid adding or testing anything before migrating.
Always keep an archived backup copy of your QuickBooks Desktop file for reference.
If you prefer a similar navigation experience, you can download the QuickBooks Online Desktop App.
What Happens Next with Monograph
Once you have completed your migration from QuickBooks Desktop to QuickBooks Online, you can enable the sync between Monograph and QuickBooks Online.
For more information on this process, refer to our detailed learning collection.