Transfer/Migrate Data from QuickBooks Online to QuickBooks Desktop

by James Antonio

Are you considering transferring/migrating data from QuickBooks online to QuickBooks Desktop but you’re a bit confused or unsure of where and how to start with? So, don’t worry we’re here to help out with this blog that guides you through the process. However, QuickBooks Online and Desktop both are powerful tools but there are certain things you need to consider which help you to determine if your company is a good candidate for transferring or migration.

Things Need to know Before Migrating Data from QuickBooks Online to Desktop

There are several variations in QuickBooks Online and QuickBooks Desktop that could cause compatibility issues.

  1. Avoid exporting multi currency data from QuickBooks Online to QuickBooks Desktop because it may not display correctly.
  2. The latest version of QuickBooks desktop is ideal for minimizing compatibility problems.
  3. The migrations can be easily done with Internet Explorer.

Apart from these considerations, some QuickBooks Online records will be converted to their QuickBooks Desktop equivalent and some fields in QuickBooks Desktop will assume the default values. Before migrating make sure you familiarize yourself with the changes.

Transfer/Migrate Data from QuickBooks Online to QuickBooks Desktop with Easy Steps

The easiest ways to do this process is by using the Internet Explorer and use the export data wizard at Gear > Tools > Export Data. Let’s see in detailed,

Step 1: Set up security settings in Internet Explorer

Proper setup of Internet Explorer can help you to import everything smoothly. To do so, follow these steps:

  • Initially, go to the Internet Explorer and make a right-click on it
  • And then choose “Run as an Administration” option
  • Next, go to the “Tools” icon and select “Internet” option
  • Now, select “Security” and then “Trusted sites
  • After that, you have to choose the appropriate sites
  • Enter * and * within the zone field named “Add this website
  • Make sure that you unchecked “Require server verification (https: ) for all sites in this zone” option
  • Now, close the Trusted sites window
  • Also make sure that the option named “Enable Protected Mode” is unchecked
  • Once done with that then click on the “Apply” and then “Okay” button
  • Let the Internet Explorer open.

Step 2: Set up QuickBooks Desktop for the export

  • The very first, go to the QuickBooks Desktop icon and then make a right-click on the same
  • Next, select the “Run as an Administration
  • In any case, QuickBooks Desktop is not installed then you can download a trial to use for this process
  • Now, go to the “File” menu and choose “Close Company” option
  • Let the QuickBooks Desktop open while you complete the rest of the steps.

Step 3: Prepare to export QuickBooks Online data

  • Firstly, go to the “Settings” and then select the “Export Data” option in QuickBooks online
  • Next, type the reason for exporting data and then press the “Continue” option
  • Now, choose the “Learn More” option in the “Moving to QB Desktop” section
  • Again select the “Learn More” option in the “Download company Data” section
  • After that, click on the “Get Started” button
  • Choose the “Install ActiveX Control Now” option and then follow the instructions to install the same
  • Once the installation completes then hit the “Continue” option
  • Now, examine the limitations and then press the “Continue” option
  • Enter the contact information and again press the “Continue” option.

When your data is ready to export you will receive an email. This normally takes a few minutes but for companies with many transactions it may take up to 2 hours.

Step 4: Finish the Exporting Process of your Data

  • Now, start processing in QuickBooks Online. You need to repeat a few steps to get back to the export page.
  • Go to the Settings and then select “Export Data” option in QuickBooks Online
  • You have to repeat steps 2 to 5 from steps 3
  • Next, select the “Continue to download” on the exporting from QuickBooks Online page
    Now, switch over to QuickBooks Desktop
  • Make sure that you’re on the screen of “No Company Open” in QuickBooks Desktop
  • If you have a company file open then go to File and then select the Close company option
  • Again go back in QuickBooks Online and choose the Download option
  • Choose the location to save your file within the Save your company file window
  • Select the location other than the Windows Desktop
  • Once the download process completes then select the “Convert Now” option
  • Enter a new name for the file in the “Create a new QuickBooks file” window
  • And then choose the location to save it
  • Pick a location on your local computer and not a network or external drive
  • Once the export is done then clicks on the “Finished” option.

Important Note: It is quite possible that it took some time to finish the process. Even if it looks like its frozen then it doesn’t mean that the export has failed. Give some time or a few minutes after that you can see that the progress bar will move again.

In case, if the status bar doesn’t appear to move

  • You need to check out the QB Desktop for an Application Certificate
  • Click on the QuickBooks icon to open it in your Windows Taskbar
  • And then you can the “Application Certificate” appears
  • Select the “Yes, prompt each time” checkbox on the Application Certificate
  • And then press the “Continue” option
  • Select the Done button in the confirmation window.

Step 5: In the Final Step, you have to Verify the Exported information Correctly

Use the Profit and Loss report after exporting your company to ensure your books match. Run one in QuickBooks Online and compare it to QuickBooks Desktop with the same data.

So, the above-discussed is the complete process that you can follow to migrate/transfer data from QuickBooks online to QuickBooks Desktop.

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.

Are you worried about losing your time with error-prone software? Worry no more. Our error-free add-on lets you focus on your work and boost your productivity rate to a considerable extent.

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