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Export limitations for QuickBooks Online to QuickBooks Desktop

If you're considering exporting list and transaction data from QuickBooks Online (QBO) to another version of QuickBooks Desktop, we'd like to provide you with a little information, just so you understand the capabilities and limitations of the 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.

Sytem Requirements

Software Required:

  • Exporting from QBO requires QuickBooks Pro Desktop, Premier Desktop or Enterprise 2013 or newer installed on your computer. 
  • You can export from QBO to QuickBooks Basic 2004 Release 5 or later, but no older versions.
  • You can't export to the Premier Nonprofit or Retail editions.

Size Limitations:

  • There isn't a known limitation of File Size (MB) for any file generated through the export process.  As long as your system has enough disk space, is setup to where it will not sleep, or turn-off while idle, you should be able to export all data.  The only size limitations would be the limitations of the Desktop program that you are trying to convert to.  For list and item limitations for Desktop products see Maximum number of list entries.
Exporting lists
Exporting transactions

When you export transactions, you go beyond exporting the balances in each account; you also export the transactions behind each balance. Invoices, Sales Receipts, Credit Memos, and Refund Receipts are exported.  Recurring transactions as well as Estimates, Statements, Purchase Orders and Activity logs  are 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.

  • Most data is exported except Location information, custom field data, and To Be Sent status.
  • Invoices that contain charges, credits, billable expenses, or time associated with subcustomers will be separated into one invoice per customer. 
    Note:  Because of rounding differences in the two formats, there may be instances when payments applied to certain invoices will fail.  In this case, you would need to manually edit the invoice and correct the amount, and manually enter the associated payment if it didn't export.
  • Each refund receipt is converted to a credit memo and check (if the refund is from a bank account) or to a general journal entry (for refunds from other types of accounts).
  • Received payments, bill payments: Most data from these types of transactions is exported.
  • Bills, checks, credit card charges, credit card credits, vendor credits, journal entries, and deposits: Most data from these types of transactions is exported.
  • Billable status on a deposit is not exported.
  • When the check number field is blank, it will be assigned a number in the QuickBooks desktop version. This can cause duplicate check numbers. If you don't want this to happen, before you export, please enter some notation in the check number field (for example EFT).
KB ID# INF19597
2/24/2017 12:03:53 AM
PPRDQSSWS400 9138 Pro 2017 56e11c