Dancing Numbers QuickBooks Data Conversion services allow users to transfer their books from QuickBooks Desktop to Online. You should know the benefits of QuickBooks data migration if you have decided to move your accounting records from the desktop to the Online. So let’s take a closer look at the issue with this in-depth blog post regarding these services.

The process of switching accounting software or versions might be intimidating. The possibility of losing your data is very real. As a result, the requirement for seamless, safe, and easy QuickBooks data conversion services grows. It doesn’t have to be difficult to move the company file from your desktop. You can handle the QuickBooks Data conversion with ease, particularly if you have a dedicated conversion specialist on staff. So here’s a blog with detailed information on data conversion services that have been recommended by experts.

In this article:

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What are QuickBooks Data Conversion Services?

Your accounting records and statements are transferred from one computer, software, or edition to another as part of the QuickBooks data migration. Comparable accounting software cannot provide as many features and functionalities as QuickBooks. It can encourage people to switch to QuickBooks from an external application. Similarly, QuickBooks Desktop users have the option to go online to use cloud-based services. Otherwise, they may upgrade or move from Pro/Premier to Enterprise, or vice versa, based on the requirements.

Smooth and safe data conversion is necessary for all these aspects so that users can keep working uninterrupted. A specialized QuickBooks data conversion team is required in these situations. On the other hand, their help may be vital to a flawless book transfer. Also, they can help in converting fast through the various steps.

Fast, Accurate QuickBooks Data Conversion Services

Dancing Numbers offers top-notch data conversion services that are compatible with all major ERP and accounting software applications. Whether you’re currently using NetSuite, QuickBooks Online, Intacct Cloud-based accounting software, Dynamics GP (Great Plains), Dynamics SL (Solomon), MAS 90/200, Sage Peachtree/Quantum, ACCPAC, or DacEasy, we can seamlessly transfer all your data to the application of your choice. With our expertise, your data conversion experience will be smooth and efficient.

With over twenty-five years of experience, our team of skilled accounting professionals, database programmers, and software engineers has completed numerous data conversions. Dancing Numbers has developed customized data mapping, data cleanup, and data conversion tools that can directly connect to your source accounting database application. This allows us to extract all the necessary data, perform a thorough data cleanup, and convert it to your new accounting system, ensuring a seamless and accurate transition.

Dancing Numbers QuickBooks Data Conversion Checklist

  • Use the features of QuickBooks Online to analyze and match your needs.
  • While the software includes certain advanced features like complex sales ordering, batch transaction processing, advanced inventory, or the average cost for inventory, among others, the QB Online edition has limited features.
  • In QuickBooks Online you can follow strict character limitations. Therefore, change your files right away if they don’t follow the QuickBooks Online naming guidelines.
  • Before converting your company file, you can use QuickBooks Desktop version 2016 or later. Update your information for previous versions and download the latest version.
  • To find out the version of QuickBooks Desktop you are using right now, open the program and use the F2 or Ctrl + 1 keys on your computer. After that, the Product Information Window will be displayed to you. To upgrade QuickBooks Desktop to the latest version, you have to choose Update Now from the Help menu here.
  • Make sure you run your reports and payroll data in advance because the payroll data might not convert automatically.
  • You have 60 days from the date of account creation to use “database conversion services” to convert files from your PC into QB Online accounts. In case you are unable to convert during the first sixty days, you will need to close your QuickBooks Online account and open a new one.
  • You can fix any errors in your QuickBooks Desktop inventory is a must for moving on with the QuickBooks conversion. It will help you from losing data.

Why Choose Dancing Numbers

It can be intimidating to convert your ERP system or accounting software. Depending on how long you have been in business, you may have many GB of data, and it’s possible that QuickBooks and your current accounting software don’t work together perfectly. Don’t worry if the QuickBooks converting tools are unclear. Professionals will safely and securely migrate your data, saving you time and headaches

You will have a dedicated conversion consultant working for Dancing Numbers who will evaluate your particular situation, decide which QuickBooks items you’ll require, and collaborate with you to create a phased conversion plan. Also, you have full-time programmers who will take care of your historical data’s export, cleaning, and import. Following the conversion, your team will receive thorough training on the new system, and you will be assisted in setting up productive procedures that let you make the most of your new system.

Swift and Precise

Expertise and Experience

With over a decade of experience and 16000+ successful conversions, our experts ensure a seamless transition.

Swift and Precise

Data Security

Your data’s security is our top priority. We employ state-of-the-art encryption and compliance measures throughout the conversion process.

Swift and Precise

Customized Solutions

Every business is unique. We offer tailored conversion plans to meet your specific needs and workflows.

Smooth Import

Seamless Integration

Enjoy a smooth transition with minimal disruption. We ensure your new QuickBooks system integrates flawlessly with your existing operations.

Smooth Import

Post-Conversion Support

Our commitment doesn’t end with the conversion. We provide comprehensive support to ensure you’re fully satisfied and confident with QuickBooks.

Smooth Import

Certified QuickBooks Migration Experts

Our team holds official QuickBooks certifications, ensuring your migration is in the hands of qualified experts.

QB Data Conversion Services

Dancing Numbers for Faster QuickBooks Data Migration


Built on Trust

We make sure that the conversion of your most important business history is flawless and correct. You have to feel confident in the proper migration of all historical data to the new system.


Accelerated Conversions

You have to speed up the time to conversion. Reduce time spent working on two systems at once and do away with double entering. Make sure your system is configured properly, that all tables and databases are operational, and that your bank accounts are linked properly.


Support and Training

Get custom training for your entire staff, including the leadership. Take full advantage of QuickBooks. You will be demonstrated how to use the 150+ pre-built reports and generate custom reports specific to your company.



QuickBooks can be made more powerful by adding custom modules, marketplace apps, or open API. Our developers will integrate, install, and customize solutions to your business processes.



You may rely on our professionals to troubleshoot and optimize for consistently excellent performance if you ever feel that your new QuickBooks system is slow or not performing as planned.


Keep Your Past Records

Rest assured that all crucial business historical data will be transferred accurately to the new system, ensuring its seamless integration.

Data Migration and Post-conversion Checklist

You will be asked to check everything once your case has been reviewed and your data has been converted. You need to investigate the situation and make sure that everything is moved seamlessly and securely. To make sure that the data conversion is as comprehensive as possible, there are a few things you should make sure of before you begin using QuickBooks Online. It is important to take care of these things before using QuickBooks Online daily. You can use it to make the required corrections and adjustment entries. You can now begin adding new transactions as a result.

Before starting with the post-QuickBooks Data Conversion services checklist, you have to keep the following things your mind:

  • Make sure you have received an email requesting you to log in as the primary administrator to your QuickBooks Online account by checking your inbox.
  • In the email, you have to tap the Accept link. You will be taken to the QuickBooks Online sign-in page.
  • Use your QuickBooks Online login information to log in.

If you create your own QuickBooks Online file, be aware that you are the primary admin. The following are the checklist items you need to complete after QuickBooks data conversion:

Verify Your Data

After converting QuickBooks Desktop data successfully you should validate your data in QuickBooks Online. To quickly verify the data are as follows:

Compare the Reports:

To maintain the accuracy and completeness of the converted data you have to make sure to review your data after conversion. You can compare the reports from the previous software (printed) (Sage/ Xero/ QuickBooks Desktop/ Kashflow/ etc.) with reports in QuickBooks Online. It will help in ensuring the conversion functions successfully and accurately:

Important Note: You may be guaranteed that your reports will be generated actually as you check the balances online using the previous program. Even if you are paid on a cash basis, make the effort. It will guarantee accurate balances and a smooth data migration process. You have to verify the following reports:

  • Balance Sheet Report
  • Customer Balance Summary – All Dates
  • VAT Summary Report for the most recent VAT Period
  • Trial Balance – All Dates
  • Supplier Balance Summary – All Dates
  • Any other reports you would like to check

Verify that the QuickBooks data conversion tool downloads and transfers everything smoothly.

VAT Notes

Different methods are used for VAT tracking in QuickBooks Desktop and QuickBooks Online. For example, the amount will move from the Trial Balance report to the Accounts Payable or Receivable account in the previous software to a new suspense account in QuickBooks Online if you have completed a filing but haven’t received or paid for the transaction before moving to QuickBooks Online.

The ensuing file will not include the current VAT exceptions. For this reason, you need to get in touch with QuickBooks data conversion services support if you have any exceptions in your previous app data. Furthermore, let’s say that the latest software file contains any uncleared or unreconciled transactions. To make sure that the transactions match in that case, you should unmark them in the QB Online reconciliation report.

Validate Company Settings

Your accounting data will be transferred to QuickBooks using the QuickBooks Data Conversion services, but the company name, address, email, and related details will remain fixed. As a result, you must verify the following company settings:

  • Select Accounts and Settings by tapping the Gear symbol.
  • In the firm name tab, provide the company’s contact details.
  • Make sure you enter the correct email addresses and handle everything smoothly for accurate billing and customer communication. For QuickBooks billing, the email address will be in the Company Email box. Invoices for your QB subscription will be sent to this email each month. Enter the email address in the Customer-facing email box if you would like not to communicate with customers using the company email address. Customers will use this email to connect with the business.
  • To confirm the changes, tap Save which is located at the bottom of the screen.

Confirm the VAT Settings

Make sure QB Online has the correct VAT registration number and filing frequency before you or your clients begin using QuickBooks and the VAT number. If your QB hasn’t registered for VAT, skip this step.

The following are the methods to verify the VAT settings:

  • Go to the VAT section.
  • Select Edit VAT from the drop-down menu, then click Edit Settings.
  • In the VAT registration number box, enter your VAT registration number.
  • Make sure the reporting method is accurate by checking and verifying. You can change the filing frequency if needed.
  • To confirm these configurations, tap the Save button.

Clean up VAT

The QuickBooks Online app assumes that all of the VAT records in your accounts are past due because you have never filed VAT using it. It suggests that there is an error in QB’s VAT balance. Examine the QuickBooks Desktop file for the most recent VAT filing date, then enter it. It will guarantee that the VAT balance is accurate and shown correctly in future transactions. Here’s how to get rid of VAT:

  • Go to VAT and then click on the Prepare Return option.
  • Enter the following details when the Prepare VAT Return screen displays.
  • You can arrange the start date as the starting date of the conversion period.
  • By the previous VAT return, you can set the End Date as the last day of the period covered.
  • To verify that the VAT returns have been filed up to the current date, tap the Mark as Filed button and then click Continue.
  • This will bring up the VAT screen. In this case, you must make a reverse journal entry to show that your present balance is accurate.
  • Click Bookkeeping, then select the Chart of Accounts.
  • From the Chart of Accounts, choose the VAT Suspense Account. Select Account History next.
  • Select Edit next to the VAT transaction you just created.
  • It will display the journal entry screen. Select Reverse from the bottom menu.
  • You’ll see that the list now includes a new line for VAT Suspense. You have the option to include in the Description column that this was a post-system migration task or something similar if you’d like.
  • To confirm these changes you can click on Save and New.

The VAT balance will now become correct. Also, the VAT returns should follow suit.

Clean Your Bank Reconciliations

Since you have never used QuickBooks Online for bank reconciliation, it is assumed that you have not yet reconciled your bank transactions. As a result, you will need to give QB instructions to flag as reconciled all transactions up until the conversion date. It will only cause it to take into account transactions in the future for reconciliation.

The following steps can help you clean up the bank reconciliations:

  • Select the Reconcile button by clicking the Gear symbol.
  • Then you have to go to the drop-down menu and pick the appropriate bank account. Also, select the Reconcile Now option.
  • A box named “Start Reconciling” will appear on the screen. Enter the date of the last reconciliation in the Statement Ending field. Next, enter the cleared balance in the Ending Balance column just as it appeared on your prior reconciliation.
  • After leaving the remaining fields empty, tap OK. On the screen, a list of transactions will appear. To choose every transaction in the list, check the boxes at the top. Select every transaction in both columns when the data is split into two columns. Find the transactions that are still unclear later and unmark them. When the difference is zero, it means you are operating correctly.
  • Select the “Finish Now” option.

For each bank account in QuickBooks Online, repeat these steps.

Connect Payments and Credits to open Invoices

The transactions that were downloaded into QB were unable to link the invoices with the corresponding payments, so you will need to link credits and payments to open invoices. For example, you can see names with zero balances when you access your QB Online receivables and payables aging reports.

You must immediately link payments to open invoices or activate the automatically apply credit preference to credit to resolve the issue. You can enable auto-apply credits in the following ways:

  • Go to the Gear symbol.
  • Select Settings and Accounts.
  • Select the Advanced tab.
  • Navigate to the automation area and choose Edit.
  • Select the button labeled “Automatically apply credits.”
  • Select Save.

If you would prefer not to apply for every payment automatically, you can create payments one at a time. You will need to proceed name by name to do this.

Delete the Intuit Data Services User from the QB Online Account

Once the data translation services have been completed, you should deactivate the Intuit Data Services user from the QB Online account. Your file won’t need to be accessed by the Intuit data specialists anymore.

The steps listed below will be helpful in this process:

  • Start by clicking the Gear icon.
  • Select the Manage User option.
  • Select the data service user that you added; it will have the email address from Intuit. Next, press Delete.

Once you have completed these steps, you should open QuickBooks. Also, you can ask QB experts for support if you need it.

System Requirements for a Successful Data Migration

Operating System
1 Operating System

Windows 8, Windows 10, Windows 11

Operating System
2 Memory (RAM)

512 MB (Minimum Required)

Microsoft .NET Framework
3 Microsoft .NET Framework

Version 2.0 (Minimum Required)

4 Processor

500 MHz Intel Pentium II (Minimum Required)

Hard Drive
5 Hard Drive

2.5 GB of Free Space (Highly Required)

QuickBooks Desktop
6 QuickBooks Desktop

Pro, Premier or Enterprise 2016 or Higher.


A Trusted Partner Familiar with Your Business and Industry

Our team of consultants at Dancing Numbers has extensive experience working with numerous businesses across various industries. We specialize in customizing QuickBooks and ERP systems to meet the specific requirements of each industry. Whether you own a small retail store, manage an international manufacturing business, operate a residential construction company, practice law, run a software company, or oversee a rapidly expanding nonprofit organization, we have encountered and successfully addressed similar challenges before. Count on us to provide the assistance you need.


What Our Customer Says !

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Recently used QuickBooks’ conversion tool to switch my accounting from Sage 50 and was pleasantly surprised at how smoothly the process went. The tool was easy to use, and the conversion was completed quickly without any issues. Highly recommend for those looking to switch accounting platforms.

Gary T. French
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I had been using Sage 50 for years but started to feel like it wasn’t keeping up with my business needs. A colleague recommended QuickBooks, but I was hesitant to make the switch. Thankfully, with the help of the QuickBooks conversion team, the transition was seamless. They were professional, knowledgeable, and made it a stress-free experience.

Delores F. Smith
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I always thought that it’ll take a lot of work and effort to move from Sage 50 to QuickBooks online, yet these guys did it for me in a few days.

Alfredo M. Hightower

Faqs about QuickBooks Data Conversion/Migration

What is QuickBooks Data Conversion about?

QuickBooks data conversion is the process of migrating all of your financial data from one place to Accounting Office, Sage, QuickBooks Pro/Premier/Enterprise, or any other version or software solution to another. But always keep in mind that the format of the data you plan to save there needs to be correct.

What is QuickBooks Assisted Data Conversion?

As a result of QuickBooks Data Conversion services, financial data can be seamlessly transferred from existing accounting software to QuickBooks. As a result of consolidating financial data, management and tracking are simplified. By consolidating customer details, vendor information, transaction history, and more, it ensures accuracy.

What is QuickBooks Data Migration?

The process of QuickBooks data migration involves moving financial data, such as company files, transactions, customer information, vendor details, and balances, from one QuickBooks version or platform to another.

Which Version of QuickBooks is right for my Business?

QuickBooks provides various versions to cater to different business needs. Factors such as business size, industry, and specific requirements play a vital role in choosing the right version. QuickBooks Online and QuickBooks Desktop are the two main versions offered, and understanding their differences is key to making an informed decision. Our QuickBooks product experts are available to assist you in determining the most suitable product for your business, ensuring that you have the right tools to manage your finances effectively.

Why Should I Switch to QuickBooks?

QuickBooks, a renowned accounting software, has gained popularity due to its user-friendly interface, extensive reporting options, and seamless integration with various external applications. Many businesses make the switch to QuickBooks to enhance their operational efficiency and gain a comprehensive view of their financial data.

What Should I Do Before Starting the QuickBooks Data Migration Process?

To ensure a smooth QuickBooks data migration process, the following steps should be taken:

  • Backup Creation: Create backups of both the source and destination files to safeguard against any data loss during the migration.
  • Data Mapping Review: Carefully review the data mapping and mapping requirements to ensure accurate transfer of data.
  • Data Cleanup and Organization: Clean up and organize the data to remove any inconsistencies or redundancies that could hinder the migration process.
  • Stakeholder Communication: Communicate the migration plan with all relevant stakeholders to keep them informed and obtain their support.

Does QuickBooks have a Conversion Tool?

Yes, QuickBooks provides a conversion tool that allows you to migrate data from one version of QuickBooks to another, such as from QuickBooks Desktop to QuickBooks Online.

Can I Migrate Historical Transactions and Data from my Previous Accounting Software to QuickBooks?

In most cases, QuickBooks allows for the migration of historical transactions and data from different accounting software. However, the specific process may vary depending on the software used previously and may involve additional steps and customization to ensure a smooth transition.

Can I Migrate Historical Transactions and Data from my Previous Accounting Software to QuickBooks?

In most cases, QuickBooks allows for the migration of historical transactions and data from different accounting software. However, the specific process may vary depending on the software used previously and may involve additional steps and customization to ensure a smooth transition.

Can QuickBooks Online Data can be Converted to QuickBooks Desktop?

Your data cannot be directly migrated from QuickBooks Online to Desktop. Your QuickBooks Online data can be exported and converted to QuickBooks Desktop, though. Check how you can:

  • Firstly, you have to click the Gear Icon after logging into your QuickBooks Online account.
  • Select Export Data now, and then enter the reason for the data export. Next, you have to click “Continue.
  • Check your information using the export overview screen. When everything is ready, select Excel Export.
  • Click Continue to Download from the QuickBooks Online Exporting page.
  • Finally, to finish the exporting process you have to follow the remaining on-screen steps.

What is the Difference Between a Data Conversion and Data Migration?

Migrating data from one QuickBooks type to another is known as data conversion. Like migrating from QuickBooks Pro to QuickBooks Enterprise or moving from QuickBooks Desktop and QuickBooks Online, it’s usually simple. You must confirm that everything is in order after the conversion. While it’s not as difficult as data migration, you may sometimes need to make changes.

However, data migration is transferring important data from one QuickBooks file to another, or from one accounting program to another, and using that data to create a new QuickBooks file. This process is a little complicated.

How much Duration does QuickBooks Data Migration take?

After receiving your data file, the process of migrating your data typically takes up to 72 hours to finish. The process is dependent on the volume of data that needs to be sent. To get started, just hover over our migration wizard. If data is already stored, it cannot be migrated into a QuickBooks Online Company file. You will need to cancel your membership and open a new account if you need to use the current QuickBooks Online Company file.

What is the Easy Way of Migrating Data to QuickBooks Online?

Below are the steps for importing your company file into QuickBooks Online based on your QuickBooks Desktop version:

For QuickBooks Desktop Pro or Premier:

  • To import a company file into QuickBooks Desktop, you have to log in as the administrator.
  • Then you have to select “Export Company File to QuickBooks Online” from the Company menu.
  • Then you have to click “Start now.
  • Click “Select destination” to choose a location, then you have to sign in to your QuickBooks Online account.

For QuickBooks Desktop Enterprise:

  • To import a company file into QuickBooks Desktop, log in as the administrator.
  • To view your product information, you have to press the F2 key.
  • To start the import process while your product information is open, press CTRL+B+Q. Then, you have to click the OK button located at the bottom of the page.

Can I Migrate Data from QuickBooks Desktop to QuickBooks Online?

Certainly, QuickBooks offers tools to assist businesses in transferring their data from QuickBooks Desktop to QuickBooks Online. Nonetheless, if you require migrating more data than the limited built-in tools permit, you should consider using a service provider like Dancing Numbers which specializes in providing comprehensive QuickBooks data migration services to meet your specific needs.

What kinds of Information you can Import into QuickBooks During the Migration Process?

You can directly import bank statements from your bank into QuickBooks during the data conversion process. Also, you may import CSV files including your chart of accounts, customer and supplier data, sales and purchase invoices with taxes and various currencies, and transaction reconciliation information.

Does the QuickBooks Data Conversion Require a Certain Format?

The data from your bank statements may be in the OFX, QFX, QBO, or CSV formats. You can get statement data in CSV format from most online banking platforms. You should import additional data into QuickBooks in CSV format. It is advisable to use the templates offered by QuickBooks for the easiest and quickest data conversion process.

What do You mean by Intuit QuickBooks Data Recovery Service?

Using a copy of your company file and the current Transaction Log file, you can retrieve lost transactions with QuickBooks data recovery services. QuickBooks users can use this method to retrieve transactions that were lost or deleted because of file corruption or other problems.

What is a Company File in QuickBooks?

In QuickBooks, the main file that contains all of the company’s financial data is called a company’s file. The company file must be backed up every month because it contains sensitive data.

How does the Data Conversion Process is Performed in QuickBooks?

The user can perform the steps listed below to convert data in QuickBooks:

  • The professionals will decide which QuickBooks version is best.
  • There will be a new company file created.
  • Reorganizing the new QuickBooks company files with the accounting data.
  • Shorten long files to make data operations more efficient.
  • The old system is verified once again to make sure no data is still present.
  • Finally, to ensure efficient operations, check QuickBooks’ performance.

Can I Switch from other Accounting Software to QuickBooks?

The answer is that you may easily switch from any accounting software to QuickBooks. The user may need to follow a specific set of instructions and may require a QuickBooks subscription from a third party or get a license from the official Intuit website.

How do I Transfer Data from one Company to Another in QuickBooks?

To transfer data from one company to another in QuickBooks, you can use the Export and Import feature. Export the data from the source company and import it into the destination company. QuickBooks also offers tools for this process.

How Long does a QuickBooks Desktop to Online Conversion take?

The time it takes for a QuickBooks Desktop to Online conversion can vary based on the size and complexity of your data. It may take a few hours to a few days, depending on factors like the amount of data and the speed of your internet connection.

What is the Easiest Way to Migrate Your Data to QuickBooks Online?

The easiest way to migrate data to QuickBooks Online is to use the built-in conversion tool provided by QuickBooks. This tool simplifies the process of transferring data from QuickBooks Desktop to QuickBooks Online.

How Long does QuickBooks Migration take?

The duration of QuickBooks migration depends on factors such as the length of data, the speed of your internet connection, and the complexity of your financial records. It can range from a few hours to a few days.

What are the 3 Primary Ways to Migrate Client Data to QuickBooks?

The three primary ways to migrate client data to QuickBooks are:

  • Use the built-in conversion tool provided by QuickBooks.
  • Manually export and import data using tools like Excel.
  • Use third-party migration services that specialize in transferring data to QuickBooks.

How do I Transfer Data from old QuickBooks to the new one?

To transfer data from an old version of QuickBooks to a new one, you can use the upgrade process provided by QuickBooks. Also, you can export data from the old version and import it into the new version, ensuring compatibility.

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