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Converting/importing data from QuickBooks Pro/Premier to QuickBooks Online

This process will show you how to import into QuickBooks Online from QuickBooks Desktop for Windows. This step-by-step visual guide will help you move files over from QuickBooks Pro/Premier into QuickBooks Online.

The process should take less than ten minutes and will move a copy of your QuickBooks data to QuickBooks Online. No changes will be made to your data file.

QuickBooks Online has bank level security which ensures your data is always available and protected.

Detailed instructions

IMPORTANT (Please Read):

  • This link explains how your Pro/Premier data is converted to QuickBooks Online and what is imported as well as what is not:   Limitations of importing into QuickBooks Online.
  • If you are using QuickBooks Accountant Edition, you must first toggle to QuickBooks Premier Edition (General Business) prior to performing the conversion steps. For instructions on how to toggle editions, click here.
  • Sign out of any existing QuickBooks Online accounts.
  • If you use QuickBooks Pro or Premier over a network, move the company file to a local hard drive. (Company files use the .qbw file extension.)
  • Be sure there are no apostrophes in your company file name. For example, if your company file is named Pat’s Successful Business.qbw, rename it to Pats Successful Business.qbw.
  • Transactions entered into QuickBooks Online will not flow to QuickBooks Pro/Premier. To ensure proper data records during the trial period, we recommend recording transactions in both Pro/Premier and QuickBooks Online.


To import from QuickBooks Pro or Premier to QuickBooks Online

  1. Update QuickBooks to the latest release.
    1. From the Help menu, select Update QuickBooks.
    2. Click the Update Now button.
    3. Once the update download has completed, close and re-open QuickBooks.
    4. If prompted, accept installation of updates.
  2. In QuickBooks Pro or Premier, go to Company > Export Company File to QuickBooks Online.

Note: This will begin the conversion of data to QuickBooks Online.

  1. Within the Export to QuickBooks Online window, enter your QuickBooks Online User ID and Password.

    Note: If you do not have an online login for any intuit services, you can click Create a new account.
  2. Agree to the terms of service and click Sign In.
  3. In the Where should we put your company file? screen, select either
    • Relace my existing QuickBooks Online company and select your company or
    • Create a new QuickBooks Online company.

      IMPORTANT: Selecting an existing company to which to import your data will result in the current data within that company being overwritten by the newly imported data.

      Note: You will be presented with a confirmation page, stating that the your file is being transferred and an email confirmation will be sent to you when the transfer is complete.
  4. Click OK, got it.

    Note: You will receive an email from donotreply@quickbooks.com, with the subject Congratulations! Your data is now available on QuickBooks Online.
  5. Within the email, click the Continue to account setup link, to be taken into the company.
  6. Once in the company, we recommend creating two reports in QBO and in QuickBooks Pro or Premier to ensure that your data was transferred correctly.
    In order to compare data accurately, two things are vital:
    1. Customize your date range to include All Dates in both products.
    2. The accounting method must be set to Accrual.  Note: Even if you generally use cash basis for your accounting, when comparing the two products, it is imperative that accrual basis is used.
    • Profit and Loss
    • Balance Sheet
KB ID# HOW13953
5/24/2016 4:42:58 AM
PPRDQSSWS404 9132 Pro 2016 14a48c