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Convert QuickBooks Online to Desktop

Convert QuickBooks Online to Desktop

QuickBooks Online to Desktop conversion includes several processes that may be confusing to any user. To clarify everything, we’ve created a comprehensive article to assist users in easily converting the program. Users may wish to transition from QuickBooks online to the desktop for a variety of reasons, and switching from QuickBooks online to the desktop may become necessary at times. There are several considerations to consider before exporting QuickBooks Online to Desktop. A lot of businesses are considering switching from QuickBooks Online to QuickBooks Desktop. Don’t let the complexities of conversion hold you back, Switch from QuickBooks Online to QuickBooks Desktop hassle-free! Try our expert QuickBooks Online to Desktop conversion service today.

What exactly does it mean to convert QuickBooks Online to Desktop?

When you choose to convert QuickBooks Online to Desktop, you are effectively transferring your files from the online version of QuickBooks to the desktop version. QuickBooks Online and QuickBooks Desktop are two different versions with distinct functionality. As a result, if the users’ needs change, they may choose to cancel one subscription and replace it with another.

The primary distinction between QuickBooks Online and Desktop is that the earlier one is cloud-based. It implies that users may sign up and access files from any device and any location. QuickBooks Desktop, on the other hand, is only installed on certain devices that can be linked to a network.

Points to consider before beginning the conversion process

There are a few considerations you should consider when converting QuickBooks online data to QuickBooks desktop, including the following:

  • Users must keep in their mind that their desktop versions of QuickBooks must be compatible, and Internet Explorer must be 32-bit since the 64-bit version will give an error and impede progress.
  • The first thing to remember is that Internet Explorer 10 or above is required for conversion.
  • The desktop program must therefore be the 2004 edition or later in the case of Windows since switching to versions earlier than QuickBooks Basic 2004 is not feasible.
  • If you have the Mac version of QuickBooks desktop, direct conversion is not feasible. Because the procedure may differ.
  • If you have a non-US edition, conversion is limited to certain objects such as products, vendors, services, customers, and so on.
  • The conversion also necessitates the use of an ActiveX component, which is not available.
  • If you are already a master or a business administrator, you should have access to at least an invited accountant account.

Advantages of QuickBooks Desktop Over QuickBooks Online

While both versions are intended to assist businesses in keeping track of their money, there are some advantages to utilizing QuickBooks Desktop over QuickBooks Online:

  • QuickBooks Desktop enables you to use customized applications for specific jobs. QuickBooks Desktop has several third-party tools that may be modified and connected to fit unique business needs. These tools may help firms streamline their operations, automate repetitive tasks, and enhance overall productivity. Popular programs that can be combined with QuickBooks Desktop include TSheets for time tracking, for accounts payable and receivable management, and Salesforce for CRM integration. QuickBooks Desktop’s open API also enables developers to create bespoke apps that can be connected to the program. Businesses may modify their QuickBooks Desktop experience to their unique needs and boost productivity by adopting these customizable applications.
  • QuickBooks Desktop is a potent program made to manage the intricate financial requirements of large-scale organizations. Managing inventory and job costs is easy for large-scale organizations.  It provides comprehensive inventory management solutions that let companies control their inventory levels, monitor stock movement, and provide reports on inventory costs and quantities. Manufacturers, distributors, and retailers—industries that deal with significant volumes of inventory—will find this function particularly helpful. Large-scale firms may effectively manage their inventory and job costing with the use of QuickBooks Desktop, which enables them to make wise financial decisions and boost overall productivity. Businesses may also get insights into their financial performance via the software’s numerous reporting features, which aid them in identifying areas for improvement and optimizing their operations.
  • There are ways to avoid the monthly QuickBooks Online costs. To obtain QuickBooks Desktop, simply pay a one-time price, and you may use it indefinitely. If businesses plan to utilize the program for a long time, they may end up saving a ton of money in the future.
  • Data stored on your PC rather than in the cloud is safer. Data security becomes a more pressing issue as firms seek to digital their operations. Using accounting software that keeps data locally on the computer or the cloud is a decision that has to be made. Local data storage is exemplified by QuickBooks Desktop, and some customers like this choice because they think it is safer.
  • Customers may create several accounts and manage multiple company files with QB Desktop, which is not available with QB online. The advantage of QuickBooks Desktop over QuickBooks Online is that it enables users to manage numerous company files and create different accounts. Businesses that oversee various corporations or have numerous divisions that need their accounting records may find this to be of special interest. Users of QuickBooks Desktop may quickly change between business files without logging out and back in. Additionally, they may set up separate accounts for things like accounts payable, payroll, and cost monitoring. QuickBooks Online does not offer this degree of customization or flexibility.

Steps for Converting and Moving From QuickBooks Online To Desktop

Step 1: Configure Internet Explorer’s security settings:

  • Run as admin may be selected by performing a right-click on the Internet Explorer icon.
  • Then choose the Tools button, and after that select Internet options.
  • Select the Security and trusted sites menu item.
  • You must choose Sites before continuing.
  • You must put * and * in the Add this website to the zone section.
  • The option to “Require server verification for all sites in this zone” should be deselected.
  • The Trusted Sites window is now closed.
  • Enable protected mode should then be unchecked.
  • After doing that, select Apply and then click Okay.
  • To disable the protected mode, shut Internet Explorer and then reopen it.
  • Internet Explorer must remain open as the process’s last stage.

Step 2: Configure QuickBooks desktop for exporting: 

Setting up your copy of QuickBooks Desktop for the export process is the next step.

  • Right-click the QuickBooks desktop icon and choose Run as admin to accomplish this.
  • If you don’t currently have QuickBooks Desktop installed, download the trial version.
  • As soon as you select File, select Close Company.
  • Keep QuickBooks open while finishing the rest of the job.

Step 3: Steps for Exporting Data from QuickBooks Online:

  • Launch the version of QuickBooks that will handle the conversion of the company file. It should be highlighted that it is not advised for you to proceed with the No business start window or to start a business file just yet.
  • After that, sign into your QuickBooks Online account.
  • Select the Gear icon next, then select Export data from the Tools tab.
  • Click Continue after selecting the Reason from the pop-up box.
  • Selecting the Learn More option under Moving to QuickBooks Desktop is required.
  • Under Download Company Data, choose to Learn More.
  • Look at the Export overview. Choose to Get going after that.
  • Select Install for ActiveX control, and then, to complete the installation, select Install ActiveX Control Now.
  • After the installation is finished, select to continue.
  • Select the Data you wish to export, then select Continue.
  • Review the restrictions on the data that may be exported after that. After that, click Continue. 
  • Finally, fill out the Contact information entirely before choosing the Continue option.

Step 4: Complete the data export:

Repeat the steps to return to the export page in QuickBooks Online:

  • In QuickBooks Online, go to the Setting tab and then choose Export Data.
  • Repeat the procedure and get ready to export the data from QuickBooks online.
  • On the exporting from QBO page, select the Continue option to download.

You must now switch to QuickBooks desktop:

  • You should check the “No company open” box and, if there is, go to the file and choose the “Close company” option.
  • Decide the option you like, and then select Continue.
  • Afterward, select Download from the menu.
  • To save the business file, you must choose a location.
  • The next step is to select the Convert Now option from the pop-up box that appears after asking where you want to store the file.
  • On the application certificate, select Yes each time the option appears.
  • Choosing Done after selecting Continue.
  • After selecting Finished, run reports.

Step 5: Verify Export Information:

Once you’ve converted QuickBooks Online to Desktop, look for any issues with the exported file. Check the profit and loss statement to make sure the finances are in order. Run the original file online while exporting data to your desktop to ensure accuracy.

Follow these actions if there are any export restrictions when switching from QuickBooks Online to Desktop that is resulting in a mismatch:

  • Select the Close Company option under the File menu.
  • Try converting the QB Online file once more to the desktop version. Sometimes the mismatch problem is fixed by extracting a file twice.
  • After everything is finished, check the profit and loss file to determine if the data has been converted correctly.
  • Enjoy a seamless transition from QuickBooks Online to Desktop. 

Once your QuickBooks Online file has been successfully converted and exported to your desktop, launch the QuickBooks Desktop application, select Open or Restore Company from the File tab, click Open a Company File, then choose the company file from your desktop, and finally click Next to import it into the Desktop application. For many customers, converting a QuickBooks Online file to a QuickBooks Desktop file may be a challenging procedure. These users can contact the Accounting Helpline at 1.855.738.2784 for prompt assistance.


Converting QuickBooks Online to a Desktop can be a complex process that may require careful planning and attention to detail. While it’s possible to transfer data from QuickBooks Online to Desktop, there are limitations and differences between the two versions that should be considered before making the switch. It’s important to prepare the data properly for import into the Desktop and to ensure that any third-party integrations or customizations are compatible with the Desktop version. Overall, with the right preparation and guidance, converting from QuickBooks Online to Desktop can be a smooth and successful transition.


Q. What are the drawbacks when switching from QBO to Desktop?

During the QBO to Desktop conversion, you could run into the following restrictions:

  • Not exportable is the audit log. Print or save a PDF.
  • In QBD, checks will replace cash for all purchases.
  • There are a maximum of 31 characters allowed in the name of your chart of accounts.
  • Deleted classes become inactive classes after migration, and class lists have a character limit of 31.
  • Limitations may exist regarding payroll choices and product lists.

Q. What happens to my existing data in QuickBooks Desktop?

Nothing changes, Simply copy the data to QuickBooks Online. Going forward, you’ll input new data in QuickBooks Online. You’ll still keep the QuickBooks Desktop company file with your data, but can only access this data with an active QuickBooks Desktop subscription.

Q. Does QuickBooks Online to QuickBooks Desktop conversion require any specialized software or equipment?

No, specific software or tools are required to convert from QuickBooks Online to QuickBooks Desktop. To guarantee that your data is imported accurately, you might need to make some adjustments in QuickBooks Desktop.

Q. Can I go back and change QuickBooks Desktop to Online again?

No, you cannot undo the conversion once you have transferred your data from QuickBooks Online to QuickBooks Desktop. Therefore, before beginning the converting procedure, it is crucial to create a backup of your data.

Q. Is it possible to move all data from QuickBooks Online to Desktop?

Not all data from QuickBooks Online to Desktop may be transferred. There will be certain information that needs to be manually input into Desktop, including online payments.

Q. Is switching from QuickBooks Online to Desktop expensive?

Depending on the method utilized to transfer the data and any additional software or services required, switching from QuickBooks Online to Desktop may incur costs.

Q. Can I continue to use QuickBooks Online after converting to Desktop?

No, once the data has been transferred to QuickBooks Desktop, QuickBooks Online will no longer be available for use.

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