How to Convert File from QuickBooks Online to QuickBooks Desktop?

by James Antonio

QuickBooks allows you to work with a lot of tools and advanced features. Using the QuickBooks you can even also convert files from QuickBooks Online to Desktop. In the below article, we are going to discuss the same. Converting files to Desktop required may be of some need, reasons, or due to some additional benefits. Follow the below-given steps and convert the file from QuickBooks Online to Desktop easily.

Steps to Convert file from QuickBooks Online to Desktop

It is always advisable that you need to log in with QuickBooks admin credentials to convert the file.

Step 1: How to Set up Security Settings in Internet Explorer

To convert everything properly, first of all, you need to configure the security software in the internet explorer. Let’s see how:

  • Open the internet explorer, right-click the Internet Explorer icon >>> click on run as administrator.
  • After doing the above step, select the tool icon >>>> select internet options
  • Locate and select security ad trusted sited option in internet explorer
  • Go to Sites option then
  • Now, add the trusted websites to add this website to the zone field option
  • You need to ensure to un-check the require server verification for all the websites in the zone
  • Close trusted site window
  • While closing make sure to uncheck the enable protection mode option
  • Select apply tab >>> click on OK tab
  • Now, at last, leave the internet explorer option as it is

Step 2: Steps to Set up the QuickBooks Desktop for the Export

  • First of all, click the QuickBooks Desktop icon >>> Select the option run as administrator
  • If QuickBooks Desktop is not available, you can get the trial version the time being
  • Now, go to the file and select option close company
  • While completing the remaining steps let the QuickBooks Desktop open

Step 3:Export the QuickBooks Online Data

  • Open the QuickBooks Desktop version in which you want to convert the file
  • Go and login to your QuickBooks online account
  • Now, go to option Gear icon and then select Export Data option
  • At this step, mention the reason to export the data and, click on continue
  • Select Learn more option available inside Moving to QuickBooks Desktop
  • Go to download company data and again select Learn more option
  • Go to Export overview screen and click get started to review your data
  • Now select the install Activex control and follow the below steps to install the same
  • Select finish option when the installation of ActiveX done
  • Now select the data which needs to be export and then click on the continue tab
  • Review the information and click on continue
  • Mention the contact info and click on continue

You will get a confirmation email when the data is ready to export. It may take some time depending on the transactions.

Step 4: Finish the Exporting of Data

To start QuickBooks online, you need to repeat some few steps to again land on the export page

  • First of all, go to settings tab >>> export data in QB online
  • Now, repeat steps 2-5 in Step 3. Additionally, ready to export the QB Online data
  • Finally, click on the continue option which downloads the exporting from QuickBooks online page

At this step, you need to Switch to QuickBooks Desktop

  • In QB Desktop make sure to be on no company open screen. If you have a company open, go to the file and select close company option
  • Now select download back in QuickBooks Online option
  • In save your company file window, you are required to choose a location to save file
  • After then, select the place apart from Windows Desktop
  • Click on convert now tab when the downloading finishes
  • Now in the window create a new QuickBooks file, give the file name and select the location to save the same. Also, you need to pick the location on the local computer instead of the external drive or on the network
  • Once the export is done click on finished

This process may take some time to finishes, if the process seems that it is not proceeding or it is frozen, it doesn’t mean export is not working or failed. Give some time to the program bar and it will proceed.

What to do if the Progress Bar doesn’t move

If the progress bar is not moving you need to check for application certificate with QuickBooks Desktop as mentioned below :

  • Select the QuickBooks desktop icon
  • Open it in a windows taskbar
  • If the application prompt you each time, then you need to select yes
  • After that click on continue
  • Click done on the confirmation window

Step 5: Verify if the Information Exported Correctly

After exporting the data you need to make sure to match the books using profit and loss report. Run one in QuickBooks Online and compare the same report with QuickBooks Desktop. Make sure to run reports on an accrual basis for matching.
If the reports do not match follow the below steps.

Some time reports mismatch because of some limitations on export or due to some other reasons.

  • Go to QuickBooks Desktop >>> go to file menu >>> select the option close company
  • Go to Step 4 and try again to convert the file again. Many times, converting second time fix the issues
  • After finishing, you need to check the profit and loss report once again.

Hopefully, the above steps helped you to convert file from QuickBooks Online to Desktop. Still, for any issues or help get back to us. The dancing numbers team is available 24*7 to assist you with all the possible resolutions. The team is dedicated, certified, and trained to provide you the best services with complete satisfaction. You can also email or fill the contact form to get a scheduled call from a qualified and professional dancing numbers team. Simply get back to the team and make your QuickBooks more smooth to work for you.

Features of Dancing Numbers for QuickBooks Desktop





How Dancing Numbers Will Help You


Dancing Numbers is SaaS-based software that can easily be integrated with your QuickBooks account. You can import, export, and delete lists or transactions from your company file. Using Dancing Numbers you can simplify and automate the process, saving time and increasing productivity. Just fill in a few fields and apply the relevant features to complete the task.

It saves your time and money that you can invest in your business. It has no human errors, works automatically, provides a user-friendly interface (easy to use and learn), and more. You can also have access to the comprehensive features set if you use it to import, export, and delete services.

Supported Entities/Lists

Dancing Numbers supports all QuickBooks entities that are mentioned below:-

Customer Transactions

Receive Payment
Credit Memo/Return Receipt
Sales Receipt
Sales Order
Statement Charge

Vendor Transactions

Bill Payment
Purchase Order
Item Receipt
Vendor Credit

Banking Transactions

Journal Entry
Transfer Funds
Bank Statement
Credit Card Statement
Credit Card Charge
Credit Card Credit

Employee Transaction / List

Time Tracking
Employee Payroll
Wage Items


Inventory Adjustment
Inventory Transfer
Vehicle Mileage

Technical Details

Devices Supported

  • Windows


  • On Premise

Language Support

  • English

Pricing Model

  • Annual Subscription

Customer Types

  • Small Business
  • Medium Business



Importer, Exporter & Deleter

*See our Pricing for up to 3 Company Files

$199/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Unlimited Export
  • Unlimited Import
  • Unlimited Delete


Accountant Basic

*See our Pricing for up to 10 Company Files.

$499/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Importer,Exporter,Deleter
  • Unlimited Users
  • Unlimited Records
  • Upto 10 companies


Accountant Pro

*See our Pricing for up to 20 Company Files.

$899/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Importer, Exporter, Deleter
  • Unlimited Users
  • Unlimited Records
  • Up to 20 companies


Accountant Premium

*See our Pricing for up to 50 Company Files.

$1999/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Importer, Exporter, Deleter
  • Unlimited Users
  • Unlimited Records
  • Up to 50 companies

Frequently Asked Questions

How and What all can I Export in Dancing Numbers?

You need to click "Start" to Export data From QuickBooks Desktop using Dancing Numbers, and In the export process, you need to select the type you want to export, like lists, transactions, etc. After that, apply the filters, select the fields, and then do the export.

You can export a Chart of Accounts, Customers, Items, and all the available transactions from QuickBooks Desktop.

How can I Import in Dancing Numbers?

To use the service, you have to open both the software QuickBooks and Dancing Numbers on your system. To import the data, you have to update the Dancing Numbers file and then map the fields and import it.

How can I Delete in Dancing Numbers?

In the Delete process, select the file, lists, or transactions you want to delete, then apply the filters on the file and then click on the Delete option.

How can I import Credit Card charges into QuickBooks Desktop?

First of all, Click the Import (Start) available on the Home Screen. For selecting the file, click on "select your file," Alternatively, you can also click "Browse file" to browse and choose the desired file. You can also click on the "View sample file" to go to the Dancing Numbers sample file. Then, set up the mapping of the file column related to QuickBooks fields. To review your file data on the preview screen, just click on "next," which shows your file data.

Which file types are supported by Dancing Numbers?

XLS, XLXS, etc., are supported file formats by Dancing Numbers.

What is the pricing range of the Dancing Numbers subscription Plan?

Dancing Numbers offers four varieties of plans. The most popular one is the basic plan and the Accountant basic, the Accountant pro, and Accountant Premium.

How can I contact the customer service of Dancing Numbers if any issue arises after purchasing?

We provide you support through different channels (Email/Chat/Phone) for your issues, doubts, and queries. We are always available to resolve your issues related to Sales, Technical Queries/Issues, and ON boarding questions in real-time. You can even get the benefits of anytime availability of Premium support for all your issues.

How can I Import Price Level List into QuickBooks Desktop through Dancing Numbers?

First, click the import button on the Home Screen. Then click "Select your file" from your system. Next, set up the mapping of the file column related to the QuickBooks field. Dancing Numbers template file does this automatically; you just need to download the Dancing Number Template file.

To review your file data on the preview screen, just click on "next," which shows your file data.

Get Support

The Bulk Import, Export, and Deletion can be performed with just an easy single-click. We offer a simplified process that assures you that you will be able to focus on your core work.

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