How-To Guide: Exporting QuickBooks Online to Desktop

QuickBooks Online (QBO) is a robust, cloud-based accounting solution favored by many businesses for its accessibility and convenience. However, there are situations where you might want to export QuickBooks online to desktop. This guide will walk you through the step-by-step process of exporting your QuickBooks Online data to QuickBooks Desktop.

Reasons to Export From QuickBooks Online to Desktop

Before diving into the process, it's important to understand why some users might want to make this transition:

·         Advanced Features: QuickBooks Desktop offers more advanced features and customization options that some businesses may find beneficial.

·         Performance: For businesses with a large volume of transactions, QuickBooks Desktop can be faster and more reliable.

·         Offline Access: QuickBooks Desktop allows you to work without an internet connection, which can be advantageous in areas with unreliable internet service.

·         Cost: Depending on your business needs, QuickBooks Desktop might be more cost-effective in the long run.

Preparation Before Export

1. Check System Requirements

Ensure your system meets the necessary requirements for running QuickBooks Desktop. The requirements typically include a supported version of Windows, adequate RAM, and sufficient hard drive space.

2. Install QuickBooks Desktop

If you haven't already installed QuickBooks Desktop, do so now. You can purchase it from the Intuit website or through authorized retailers. Follow the installation instructions provided by Intuit.

3. Backup Your QuickBooks Online Data

While exporting your data doesn't typically cause data loss, it's always good practice to back up your QuickBooks Online data before starting the export process. This can be done through the QuickBooks Online interface.

4. Update QuickBooks Online Data

Ensure all your transactions are up-to-date in QuickBooks Online. Reconcile your accounts, review outstanding transactions, and clean up any discrepancies.

Exporting QuickBooks Online to QuickBooks Desktop

Step 1: Use Internet Explorer

To export data from QuickBooks Online to QuickBooks Desktop, you must use Internet Explorer. QuickBooks Online uses ActiveX controls, which are only supported in Internet Explorer.

Step 2: Log in to QuickBooks Online

·         Open Internet Explorer.

·         Navigate to the QuickBooks Online login page.

·         Log in to your QuickBooks Online account using your credentials.

Step 3: Prepare the Export

·         Once logged in, click on the Gear icon in the upper right corner.

·         Select Export Data from the drop-down menu.

·         Choose the Export to QuickBooks Desktop option.

Step 4: Install ActiveX Control

If you haven't installed the ActiveX control, you will be prompted to do so. Follow the on-screen instructions to install this control. This step is necessary for the export process to function properly.

Step 5: Start the Export

·         After installing ActiveX, return to the Export Data section.

·         Click on Get Started.

·         Follow the prompts to download the QuickBooks Desktop Export Tool.

·         Open and run the tool. It will guide you through the steps needed to export your data from QuickBooks Online to a QuickBooks Desktop-compatible format.

Step 6: Choose Data to Export

·         In the export tool, select the type of data you want to export. This usually includes company data, lists, and transactions.

·         Review the data selection to ensure all necessary information is included.

·         Click on Continue to proceed with the export.

Step 7: Save the Exported File

The export tool will create a file in a format compatible with QuickBooks Desktop (usually .qbb or .qbm). Save this file to a location on your computer where you can easily find it.

·         Importing Data into QuickBooks Desktop

·         Step 8: Open QuickBooks Desktop

·         Launch QuickBooks Desktop on your computer.

·         Log in to your QuickBooks Desktop account.

Step 9: Restore the Exported File

·         In QuickBooks Desktop, go to the File menu.

·         Select Open or Restore Company.

·         Choose Restore a backup copy and click Next.

·         Select Local backup and click Next.

·         Step 10: Locate the Exported File

·         Browse to the location where you saved the exported file from QuickBooks Online.

·         Select the file and click Open.

·         Follow the on-screen prompts to import the data into QuickBooks Desktop.

Step 11: Review and Verify Data

After the import is complete, review the data in QuickBooks Desktop to ensure everything has been transferred correctly. Check accounts, transactions, and lists to verify their accuracy.

Post-Export Considerations

1. Reconnect Bank Feeds

If you had bank feeds set up in QuickBooks Online, you'll need to reconnect them in QuickBooks Desktop. This involves linking your bank accounts and downloading transactions.

2. Review Settings and Preferences

Some settings and preferences may not transfer over perfectly. Review your company settings, user permissions, and preferences in QuickBooks Desktop to ensure they match your QuickBooks Online setup.

3. Custom Reports and Templates

Any custom reports or templates in QuickBooks Online may need to be recreated in QuickBooks Desktop. Verify that all necessary reports are available and formatted correctly.

4. Inform Your Accountant

If you work with an accountant, inform them of the transition and provide them with access to your QuickBooks Desktop file. This ensures continuity in managing your business finances.

Troubleshooting Common Issues

Problem: Export Tool Not Working

·         Solution: Ensure you are using Internet Explorer and that ActiveX controls are enabled. Check for any browser updates or security settings that may be blocking the export tool.

Problem: Data Discrepancies

·         Solution: If you notice discrepancies in your data after import, compare the data between QuickBooks Online and QuickBooks Desktop. Correct any differences manually or consult QuickBooks support for assistance.

Problem: Missing Transactions

·         Solution: Ensure that all transactions were included in the export. You may need to run the export tool again or manually enter missing transactions.

Conclusion

Exporting data from QuickBooks Online to QuickBooks Desktop is a detailed process, but with careful preparation and attention to detail, it can be accomplished smoothly. This guide provides a comprehensive step-by-step approach to ensure your transition is successful. By following these steps, you'll be able to enjoy the advanced features and offline capabilities migrate QuickBooks online to desktop while retaining all your essential business data.