Thinking of switching from QuickBooks Online to QuickBooks Desktop? There are a few reasons why this switch might be desired by someone. We will look at QuickBooks Online’s shortcomings, why desktop software is preferable, and why offline access is necessary in this article. Our step-by-step guide will walk you through the steps of getting ready for the conversion process, which includes backing up your QuickBooks Online data and verifying your computer’s compatibility with QuickBooks Desktop.

Let’s discuss each step of the process in detail for converting QuickBooks Online to Desktop, including downloading QuickBooks Desktop, importing data into QuickBooks Desktop, and exporting data from QuickBooks Online. For example, data discrepancies, duplicate entries, and inaccurate account balances are common problems that we will cover and offer troubleshooting tips for.

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QuickBooks Online to Desktop File Conversion: Points to Consider

  • Internet Explorer required should be 10 or above for converting.
  • QuickBooks Online to Desktop conversion can be done through the help of Internet Explorer, make sure that your system has 11 versions of IE.
  • QuickBooks Desktop should be of 2004 edition or later, and Premier, Enterprise, or Pro for Windows.
  • ActiveX is required to do the conversion and without ActiveX conversion can’t be don
  • QuickBooks should be compatible and the Internet Explorer should be of 32-bit, 64 bit might return the error and stop you.
  • You should have access to one Invited Accountant account, it would be more good if you are a master or company administrator
  • For the non-US edition, there are some restrictions for the conversion of some products, vendors, services, charts of accounts, and other export list items from Excel.

System Requirements for QuickBooks Online to Desktop Data Migration

The minimum requirements of the system for the migration of data from QuickBooks Online to Desktop are explained followed:

Operating System
1 Operating System

Any one window from any of the three windows i.e Window 8, Window 10, Window 11.

Operating System
2 Memory (RAM)

Minimum required Random Access Memory is 512 MB.

Microsoft .NET Framework
3 Microsoft .NET Framework

Minimum Version 2.0 is the requirement of the system for the data conversion

4 Processor

Minimum requirement of the processor is 500 MHz Intel Pentium II.

Hard Drive
5 Hard Drive

Minimum required available space in the hard drive is 2.5GB.

QuickBooks Desktop
6 QuickBooks Desktop

Choose any one from four of the QuickBooks Desktop that is QuickBooks Pro, QuickBooks Primer, and QuickBooks Enterprise 16 or higher.

Method 1: The Manual Method

Step 1: To Set up Security Settings in Internet Explorer or Microsoft Edge

Let’s look at how to use QuickBooks data conversion to transferring company files from QuickBooks online to QuickBooks desktop.

Using Internet Explorer first to export the file:

  • Go to your desktop and open Internet Explorer.
  • In the upper right corner, click Tools, then choose Internet Options.
  • Click the Sites button after selecting Trusted Sites from the Security tab.
  • Click Add after entering * and * in the Add field box.
To Set up Security Settings in Internet Explorer or Microsoft Edge
  • Remove the checkbox name as “Require server verification for all sites in this zone.
  • Uncheck the Enable Protect Mode box and press the Close button.
  • Next, select Okay, click Apply, and then exit Internet Explorer.
  • By right-clicking on the QuickBooks Desktop icon, choose Run as Administrator.

Step 2: Getting Ready to Export QuickBooks online Data

  • Open the version of QuickBooks that you want to use to convert the company file. Remember that it’s best not to open any company files at this time or to move through the No Company Open window.
  • The QuickBooks Online dashboard will immediately appear. Click the Gear icon at the top, and select Export Data from the Tools list.
Convert QuickBooks Online to Desktop
  • In the Export Overview you have to click Get Started.
Convert QuickBooks Online to Desktop
  • Click the Install button in Step 1: Prepare for the Export window to begin the installation process. Clicking the Install ActiveX Control button will then start the installation.
Prepare for the Export window
  • Once the installation has finished, you have to click Continue.
  • After selecting the desired export data type, click Continue.
  • Under Step 3: Request Your Data Window, click Continue.

After you enter your contact details into the app, Intuit will email you in the following one to two hours with instructions on how to export a file.

Step 3: From QuickBooks Online Finish the Exporting of Data

  • After opening QuickBooks Online, click the Gear icon.
  • Select Export Data from the Tools list now.
  • After choosing Get Started, press Continue.
  • After that, choose the data you want to export, and then click Continue.
  • Click the Continue to Download button when the next window opens.
  • Choose a location on your computer to save the file after clicking Download.
  • Click Convert Now once the file has been downloaded.
  • In the Create New QuickBooks File pop-up window, give this file a name and save it to your desktop.
  • Click Finished once the export process has been completed.

Step 4: Convert Data from QuickBooks Online to QuickBooks Desktop

To access the export page, the user needs to finish a few more steps before starting the conversion process:

  • Under the Settings tab, choose the Export Data in QB Online option.
  • Steps 2 through 5 from the previous “Export Data from QuickBooks Online” step should be repeated after selecting “Get Ready to export the QuickBooks Online Data.”
  • At this time you can download the file from the QuickBooks Online page.
  • Click Next after that. Then, start QuickBooks Desktop, making sure that no firms are open when you first launch it.
  • Review the file that has been opened. You can decide to close the company if you have already opened it.
  • After making sure the company page is closed, download it back to QuickBooks Online.
  • Next, change the company file’s location and save it.
move quickbooks company file to quickbooks online desktop
  • Make sure the location is not the same as the desktop on Windows.
  • Once the download is finished, select the Convert Now tab.
  • By choosing the “Create a new QuickBooks File” option, you can save the downloaded file.
  • In the window that opens, give the file a name and choose where to save it.
  • Instead of using a network or an external drive, select the local system location.
  • To transfer data from QuickBooks Online to QuickBooks Desktop, click the Finish button.
  • It is important to realise that there is a time-consuming extraction process involved in the QuickBooks Online Export to Desktop.
  • It may even appear to have frozen at times. However, that isn’t the case in most cases. Thus, don’t close the window or interrupt the operation midway.
  • Give the hardware and software enough time to start the extraction bar again.
  • However, if the extraction bar freezes and doesn’t move for a long time, do the following: Click the QuickBooks Desktop icon to open the window in the taskbar.
  • Next, click Yes > Continue to proceed. When you get to the confirmation box, choose Done to begin the extraction.

Step 5: Check Exported File

Once QuickBooks Online to Desktop has been converted, check the exported file for any problems. Check the profit and loss statement to ensure that the books balance. Open the source file online, export data to your desktop, and then check the accuracy of the export.

If there is a mismatch after moving from QuickBooks Online to Desktop due to an export restriction, follow the below steps

  • From the File menu, choose the Close Company option.
  • Try to convert the QuickBooks Online file to the desktop version once more. Sometimes, double-extracting a file solves the mismatch issue.
  • When everything is complete, confirm that the data has been transformed appropriately by going over the profit and loss file.
  • Enjoy your seamless experience as you switch from QuickBooks Online to Desktop.

Method 2: The Migration Tool Method

With the help of this article know how to move your data from QuickBooks Online to QuickBooks Desktop for Windows. After you export your data to QuickBooks Desktop things will look different. So what are you waiting for go through this article and learn how you can move your QuickBooks Online data to QuickBooks Desktop.

Step 1: Download QuickBooks Desktop

The first step is to download and install QuickBooks Desktop on your device so you can transfer your QuickBooks Online data. Then, follow these steps:

  • Go to the QuickBooks Downloads page.
  • Select your country, product, and version.
  • Select Download.
  • If prompted, enter your product and license numbers.
  • Select Download again.
  • Save the installation file to a location where you can easily find it.

Step 2: Sign in to QuickBooks Online and Export Data

  • Using a supported web browser, Log in to the QuickBooks Online account you wish to convert.
  • Use your Intuit Account login information.
  • Open the URL in the browser.
  • Then choose Enter on your keyboard next. Links to other support tasks won’t function while this is happening.
  • An Export Overview Window will appear. Go through the Export Overview. If you like, You can print it out if necessary. Click on Get Started.
  • Choose the Download tool, To download the QuickBooks Desktop migration tool for converting QuickBooks Online to QuickBooks Desktop.
  • Run the Downloaded tool to Install it after downloading it, And then choose next.
  • Select next after agreeing to the licensing agreement’s conditions.
  • Choose Complete from the Setup options, And then click Next.
  • Lastly, You have to select Install, And after completing the Installation click on Finish.

Step 3: Prepare the Export and Select QuickBooks Online Data for Export

To convert your data from QuickBooks Online to QuickBooks Desktop 2023, follow these steps:

  • Go back to QuickBooks Online once more. You must continue with the “Prepare to export” the Page. Choose Continue.
export data file qbo to qbdt
  • Select the data that you wish to Export. You can choose to export all data including lists and transactions or complete data with balances. Choose Continue.
  • To learn about limitations that can impact your migration you have to select Learn about the limitations of converting data for QuickBooks Desktop.
Convert QuickBooks online to desktop screenshot
  • Click “Continue” after reviewing the challenges.
  • Select Continue after provide the name and email address to where the migration confirmation email message should be sent.
  • Back at your QuickBooks Online (QBO) File, Select Close on the email confirmation box. Wait for the email as email will take some time. Depending on how much data you migrate.
  • You must return to QuickBooks Online’s export screen. To return to the export page and choose Get Started.
  • Select Continue on the Prepare to Export page.
  • Choose the same option that you chose earlier and click Continue on the Select Data page.
  • You will see that there is a message stating that you already have a file to download on the Exporting from QuickBooks Online page. Select Download to Continue.
  • Select the Download QBXML file.
  • If QuickBooks asks you to save the file as you export from QBO to Desktop, Select Continue and then select the location (like your desktop) that is easy to find.
  • Make sure that you are on the No Company Open screen in the QuickBooks Desktop. In case you have a company open it, Then you have to the File open and then click on Close Company. To compare your data before and after the export view your reports.

The following steps will guide you through the process of transferring your data from QuickBooks Online to QuickBooks Desktop 2023.

Step 4: Run the QuickBooks Desktop Migration Tool

The following steps will guide you through the migration process from QuickBooks Online to QuickBooks Desktop:

  • Ensure QuickBooks Desktop is running and that the No Company Open screen is displayed.
  • Click and Open the QuickBooks migration tool you recently downloaded.
  • Select Import and provide the path to the downloaded QBXML file (or browse there).
  • Choose a Name for your new QuickBooks Desktop file as well as a location.
  • A QuickBooks Application Certificate should be located. If QuickBooks Desktop is running in the background, it can be hidden by other screens.
  • Choose the read/modify rights and if you want to grant access to personal data during the migration from QuickBooks Online to Desktop.
  • Click Continue.
  • Once your data has been successfully imported, Click Done On the confirmation screen.

Important: This process can take some time to complete. Even if it appears to be frozen, the export wasn’t a failure. The progress bar will start to move once more after a short while.

In Case the Status Bar Doesn’t moving during the migration process, follow the steps:

For an Application Certificate again check QuickBooks Desktop.

  • To open it select the QuickBooks Desktop icon in your Windows Taskbar.
  • On your screen, The Application Certificate will appear.
  • During the QuickBooks Online to Desktop migration, click “Yes” whenever prompted.
  • Click on Continue and on the confirmation screen click on Done.

Follow these steps to migrate your data from QuickBooks Online to QuickBooks Desktop 2021 smoothly.

Step 5: Verify Your info Exported Correctly

To make sure your books match use the Profit and Loss report after you export your company. You can run one in QuickBooks Online and you can compare it to the same report in QuickBooks Desktop.

In cases where the reports don’t match, here’s what you should do:

  • Log into QuickBooks Desktop.
  • Find the File option and then enter on Close Company.
  • Retry the conversion in QuickBooks Online and check the Profit-Loss report again.
  • If the data still doesn’t match, make manual adjustments.

You can ensure accurate data transfer from QuickBooks Online to QuickBooks Desktop by following these steps.

Click Open a Company File after successfully converting and exporting a QuickBooks Online file to your computer’s hard drive. Choose Open or Restore Company on the File tab and click Open a Company File. Click Next to import the company file into Desktop from your computer’s hard drive.

What Type of File Format to use When Importing Data into QuickBooks Desktop?

You can utilize Google Sheets, a CSV file, or an XLSX/XLS file to transfer data from QuickBooks Online to QuickBooks Desktop.

Here are some details about the different formats:

  • XLS/XLSX File: XLS is the name of the Microsoft Excel file type used from 1997 to 2003. With Microsoft Excel 2007 and beyond, the XLSX file type is utilized.
  • CSV File: CSV files are a common file format used to store text files containing tabular data. In CSV files, a comma, semicolon, or other special character is used to divide each text field.
  • Google Documents: Google Sheets is a cloud-based spreadsheet created in Google Drive.
QB data conversion process dancingnumbers

Dancing Numbers Checklist: Before QuickBooks Desktop to Online Data Migration Process

  • 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.

QuickBooks Desktop to Online Data Migration with Dancing Numbers


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.

With QuickBooks Desktop to QuickBooks Online Data Migration: Do More!

  • You can effortlessly produce and modify invoices and other sales documents with QuickBooks Data Conversion.
  • Provide regulated access to other users by connecting them to the QuickBooks Online account.
  • It is simple to use software that works in both Mac and Windows settings.
  • There is no significant learning curve with QuickBooks Data Conversion, so you can get started working straight away.

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.


Connect with An Expert Now!

In order to ensure a trouble-free experience for users, FreshBooks to QuickBooks Data Conversion services must be flawless and exceptionally secure. For prompt assistance and resolution, contact the QB experts if you encounter any difficulties during this process.

Frequently Asked Questions

Can You Convert QuickBooks Online to QuickBooks Desktop Version?

Sure, it is possible to convert QuickBooks Online to a desktop version. To do this, you will need to:

  • Log in to your QuickBooks Online account as an administrator.
  • Go to the “Company” menu.
  • Select “Export” to begin exporting your company data.
  • Choose another company for exporting.

Please note that this process is only possible if you have multiple companies set up in QuickBooks Online.

What 2 Formats can be used for Exporting Management Report Packages in QuickBooks online

The two formats that can be used for exporting management report packages in QuickBooks Online are PDF and DOCX.

Can QuickBooks Online be Exported to QuickBooks Desktop?

Exporting data from QuickBooks Online to a desktop is a simple process. First, you’ll need to log in to your client’s QuickBooks Online account. Once logged in, click on the gear icon in the screen’s upper-right corner and select “Export Data.”On the “Export Data” page, you’ll be prompted to select the type of data you want to export and the format you want to export it in. Once you’ve selected, click on the “Continue” button. On the next page, you’ll be asked to provide a reason for exporting the data. Enter a brief explanation in the text box and click on the “Export” button. Your data will be exported to a file on your desktop. The file will be saved in the format that you selected.

Is QuickBooks Online the Same as Desktop?

QuickBooks Online operates as a cloud-based system, accessible online through a web browser. In contrast, the desktop version follows a traditional approach, where users must download and install QuickBooks software on their computer.

What You can’t Import into QuickBooks Online?

QuickBooks can import most types of the transaction but not all. You can’t import two transaction types that are Paychecks and Sales Orders. For those who use Advanced Inventory, there is important information that for import QuickBooks doesn’t support Advanced Inventory fields but also needs them to be filled out on transaction.

What information can I import to QuickBooks Online?

You can import the following information to QuickBooks Online:

  1. Bank Data
  2. Customers
  3. Vendors
  4. Chart of Accounts
  5. Products and Services
  6. Invoices

What file format is compatible to export QuickBooks Online data to Desktop?

File formats compatible with QuickBooks Desktop include .qbo, .qfx, .ofx, .qbj, and .csv.

When Exporting a QuickBooks Online file, What data is included?

You can export lists such as charts of accounts, customers, vendors, and transactions such as invoices, bills, and payments.

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