If you're considering exporting list and transaction data from QuickBooks Online (QBO) to another version of QuickBooks, we'd like to provide you with a little information, just so you understand the capabilities and limitations of the process.
After you've read all this, you can view a visual guide to the export process.
Important: Please take careful note of the limitations listed below for the various list names. Most export errors are due to list names that are too long. If you have any list names that are longer than the limits described here, you must edit the items and shorten the names before exporting.
All your accounts are exported to accounts with the same name with the following exceptions:
If you track expenses billed to a customer, the associated income account is not exported. In QuickBooks desktop, products and services are converted to items and are tracked in the Item List with the following exceptions:
All data about each customer is exported with the following exceptions:
The following lists don't exist in QBO. These lists will be created in QuickBooks desktop and will contain their default list items except:
When you export transactions, you go beyond exporting the balances in each account; you also export the transactions behind each balance. These transactions are exported: Invoices, Sales Receipts, Credit Memos, and Refund Receipts. Recurring transactions are not exported.
Cash purchases are converted to checks.
Fund transfers are converted to general journal entries.
All time activity information is exported with the exception of Location, as there is no comparable feature in the desktop editions.
Note: The 'Is Taxable' designation on the customer record is lost when exporting online data into the desktop edition. Customers, therefore, must audit their customer list to reassign the Taxable/Non-Taxable designation on each customer, prior to invoicing for billable time.
After exporting, the Reconcile screen in the desktop edition may show the beginning balance as zero and display old transactions. For steps to correct this, see this knowledge base article.
Estimates are not exported.
Statements are not exported.
Purchase orders are not exported
Activity log is not exported
Charges and credits are non-posting transactions, so they are not exported. Instead, the invoices that contain them are exported. Before you export, use New Invoice to post unbilled charges and credits onto invoices.