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QuickBooks Desktop to QuickBooks Online migrations

Accountancy Software QuickBooks Desktop to QuickBooks Online migrations

QuickBooks Desktop to QuickBooks Online Migrations provided by Accountancy Software.

QuickBooks Desktop to QuickBooks Online Migration Procedure

When upgrading QuickBooks Desktop to move to newer version there is an upgrade procedure that needs to be followed prior to the conversion process.

QuickBooks Desktop needs to be on the latest version prior to proceeding to convert to QuickBooks Online.

Most people presume it’s safe to put a 2008 file straight into any of the newer versions of QuickBooks desktop. This is in fact incorrect and can cause huge data corruption issues within the file. It can also throw the balance and vat codes out of sync.

Desktop needs to be upgraded in stages to a version 2 years ahead. For Example:

  • a 2008 QuickBooks Desktop file backup gets first restored into 2010
  • then upgrade to 2012
  • then upgrade to 2014
  • and so on.

The recommended upgrade route is as above, for example if your current QuickBooks desktop package is 2008.

Step by Step Guide on Migration Process

  1. You first need to verify the files data before a backup is performed. This ensures all data is without corruption prior to the upgrade.
  2. The next step is to back up the company file.
  3. Once the backup has been done, you then restore this file into the 2010 version of QuickBooks. Once this restores and upgrades the file successfully.
  4. You then perform a backup of the data.
  5. Ensure you do a full verify before the backup is done.
  6. Once complete you follow the same procedure and restore the file to the 2012 version of QuickBooks desktop.
  7. Then go again with the same as above, Backup verify and restore the version Two years ahead.

This is the procedure to follow to get your QuickBooks data set upgraded correctly to the latest version of QuickBooks Desktop.

Once you get to QuickBooks 2019 or QuickBooks 2020 you are then ready to export and migrate the information to QuickBooks Online.

First you need to purchase the blank QuickBooks Online account file that will be needed. Accountancy Software can provide the UK Version of QuickBooks Online which can be adapted for VAT for the Irish Market.

Once this is setup (This is a task completed by Accountancy Software) you would then get ready to upgrade and import from QuickBooks Desktop to the Online product.

Why use Accountancy Software for your QuickBooks Desktop to QuickBooks Online migrations

If you decide to move the information yourself, Accountancy Software, will not take responsibility for any differences or issues. When this is performed as a service by us, Accountancy Software ensure all reports and figures match once the migration has been complete.

As most businesses only have one copy of QuickBooks, which is the version of the original year they bought the product. When migration to Online, your software will always remain up to date. As the upgrade and migration can be challenging, it is always better to let the professionals sort it (Accountancy Software, https://accountancysoftware.ie/migrations/). Accountancy Software are QuickBooks Pro Advisors and, in our office, we have every version of QuickBooks all the way back to 2006. So, if you plan on upgrading give us a call and we can get the file upgraded and make sure your data remains the same.

Accountancy Software recommend that any version of QuickBooks Desktop earlier then 2010 should get a rebuild of the information rather than be upgraded to the latest edition. QuickBooks changed the back-end structure of the product in 2006 and 2008, sometimes when upgrading from older data sets even when following the upgrade procedure, issues and problems can occur. Our advice would be if your QuickBooks Desktop is earlier than 2010, should start fresh with a clean data set.

We can transfer the information at year end if need be as year-end is the time to make the switch or do any upgrades needed.

Export all relevant data from QuickBooks Desktop:

  • Customer list
  • Supplier list
  • Item list

After data export, you can clean up the lists and then import into the new QuickBooks Online file. This will move your clients, suppliers and items and provides you with a fresh dataset. QuickBooks Desktop would remain in the back ground for transactional history purposes.

Next Steps for your Migration

Get in Touch in with Accountancy Software to plan your QuickBooks Desktop to QuickBooks Online Migration. 


Learn how to use QuickBooks Online through self guided videos! 

24 Advantages of QuickBooks Online over Desktop

  1. Information stored on the cloud, so no need of backups EVER
  2. Accessible from any device with your login (Android, Apple, Windows and Macs)
  3. No new re-install if you get new hardware
  4. No software to install on PC – reduces security risk from viruses
  5. Free support with Intuit for QuickBooks Online bought from Accountancy Software
  6. Free Accountant login to view your data
  7. Multiple user accounts per login
  8. Ability to manually upload your bank statement in .csv so bank accounts can pull in transactions
  9. Ability to Integrate with other time saving tools such as auto entry for invoice and receipts autoloading
  10. Access from your phone on the go
  11. Company snapshot – see the state of your business on one screen at any time
  12. Strong Encryption to prevent unauthorised access to your data
  13. Better shared access to data with employees and your accountant
  14. No software or local data to manage – no upgrades or release updates
  15. Robust assistance centre with online chat
  16. Easier app sync with nightly automatic downloads
  17. No backups and your data is secure on Intuit servers
  18. You can automatically send invoices and statements
  19. You can automatically send reports
  20. Bank and credit card transactions download nightly
  21. Track inventory first-in-first-out (FIFO)
  22. You can have multiple windows open at the same time
  23. iPad and iPhone apps are free with automatic sync
  24. Option to receive payments by credit card and ACH electronic payments

Subscription levels for QuickBooks Online:


3 users and 40+ built-in business reports (Unlimited users when bought through Accountancy Software)

  • Track your income and expenses
  • Send unlimited estimates and invoices on the go
  • Download transactions from your bank and credit card accounts
  • Access your data online from a PC, Mac, tablet or smartphone
  • Payroll subscription is available
  • Manage and pay bills
  • Control what your users can access


5 users and 65+ built-in business reports (Unlimited users when bought through Accountancy Software)

  • Track your income and expenses
  • Send unlimited estimates and invoices on the go
  • Download transactions from your bank and credit card accounts
  • Access your data online from a PC, Mac, tablet or smartphone
  • Payroll subscription is available d
  • Manage and pay bills
  • Control what your users can access
  • Create and send purchase orders
  • Track inventory
  • Prepare and print 1099s

Related Useful Content:

QuickBooks Online FAQ 

QuickBooks Online

10 handy QuickBooks Online Pro Homepage Tips 

QuickBooks Online Training Videos

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