First and foremost, if you're contemplating the migration of your data from QuickBooks Online to QuickBooks Desktop, it's important to note that this decision may not be advisable. Intuit has shifted its focus away from QuickBooks Desktop, ceasing further support and updates for this platform. Instead, they are fully invested in the cloud-based system, emphasizing QuickBooks Online and QuickBooks Pro. As of 2022, there will be no new versions of QuickBooks Desktop, and customer service agents won't be assisting users utilizing QuickBooks Desktop.

However, if you're determined to continue using QuickBooks Desktop without needing updates or support, your current version will continue to function effectively. If, for specific reasons, you still wish to transfer your data from QuickBooks Online to QuickBooks Desktop, the process isn't overly complicated. Just follow a few straightforward steps.

How can I migrate data between QuickBooks Online and QuickBooks Desktop easily?

The most straightforward method for transferring data from QuickBooks Online to QuickBooks Desktop involves utilizing the Intuit Intercompany Transfer feature. With this feature, you can seamlessly import a range of data, including accounting transactions, source documents, and bills, directly into your desktop file.

Another option is a manual download of all your data from QuickBooks Online, followed by importing it into QuickBooks Desktop or an alternative application. Let's delve into the steps for this process, which is surprisingly simple and only takes a few minutes.

In QuickBooks, how do I download everything?

You have two choices for downloading data from QuickBooks: direct download to your desktop or saving it to a file.

The first option, direct QuickBooks download to your desktop, is beneficial when you need real-time access to everything happening in your QuickBooks file. It's particularly useful if you have employees tracking time or if you operate a subscription-based business and need to monitor customers' due dates in real-time.

On the other hand, downloading data to a file is a great option if you intend to use the data in a different application. This method allows you to save the data in a file format compatible with other software like Excel, Google Sheets, or Salesforce.

To download everything from QuickBooks, follow these simple steps:

  1. Click on "File," then select "Download."
  2. In the "Download options" section, choose "All company data."
  3. Opt for "Desktop" under "Download to"
  4. Proceed by clicking "Download."

That covers the process. By default, your data will be in CSV format, which is excellent as it's a widely compatible format. Simply open your QuickBooks Desktop software, go to the "Import" option in the files menu, and choose the CSV file you saved on your desktop.

Does QuickBooks Online support Excel exports?

Absolutely, it's possible to transfer data from QuickBooks Online to Excel. However, it's a two-step process where you initially export your QuickBooks data into a file and then import that file into Excel. Directly exporting data from QuickBooks Online to Excel isn't an option. QuickBooks Online typically exports data in CSV format by default, which you can easily utilize as a template in Excel.

Here are the steps you need to follow:

  1. Click on "File," then select "Download."
  2. In the "Download options," choose "All company data."
  3. Proceed by clicking "Export to file," then click "Next."
  4. Select the format as "Comma delimited (CSV)," and click "Next."
  5. Provide a name for the file, then click "Save."
  6. Open the saved CSV file using Excel.

You can follow the exact same steps to migrate your data to Google Sheets, Dropbox, Zapier, Salesforce, and many other applications.

Why Convert QuickBooks Online to Desktop?

A compelling question that often arises in discussions about conversion is the motivation behind transitioning from QuickBooks Online to Desktop. Given that each QuickBooks user possesses distinct requirements, their preferences for a specific platform also vary. Each edition and version of QuickBooks offers its own set of features and facilities. As a result, the decision to convert from QB Online to Desktop may be driven by the following reasons:

The following points should be kept in mind before converting

The following points should be considered before you convert QuickBooks online data to QuickBooks desktop:

  • The initial consideration is ensuring your Internet Explorer version is 10 or higher for a successful conversion.
  • Moreover, for Windows, the desktop software should be the 2004 edition or a later version, as conversions to versions older than QuickBooks Basic 2004 are not supported.
  • Remember, your QuickBooks desktop version must be compatible, and Internet Explorer should be the 32-bit version; the 64-bit version will result in an error and impede progress.
  • For non-US editions, certain elements like products, vendors, services, and customers may have restrictions during the conversion process.
  • ActiveX is a requirement for performing the conversion; without it, the process cannot proceed.
  • In the case of using the Mac version of QuickBooks Desktop, direct conversion is not viable, as the process differs.
  • Lastly, ensure you have access to at least an invited accountant account, especially if you are already a master or a company administrator.

How to Convert and Transfer QuickBooks Online to QuickBooks Desktop

Here are the advanced steps to convert your QuickBooks Online file to the QuickBooks Desktop file. Keep in mind that all the steps in this section should be followed carefully without skipping any.

Step 1: Set up QuickBooks Desktop for Export

As a next step, you will need to set up QuickBooks Desktop for exporting. Below is a brief description of the process:

  • Right-click on the QuickBooks desktop icon and select "Run as administrator."
  • If QuickBooks desktop isn't installed, download the trial version.
  • Navigate to the "File" menu and select "Close company."
  • Keep the QuickBooks desktop open while proceeding with the following steps.

Step 2: Setting up Internet Explorer to Export the file:

  • Open Internet Explorer on your Windows computer.
  • Click on Tools from the top right corner and choose Internet Options.
  • Navigate to the Security tab and opt for Trusted Sites, then click the Sites button.
  • Ensure the "Require server verification for all sites in this zone" checkbox is unchecked.
  • In the "Add this website to the zone" field, enter * and click Add.
  • Click Close, then uncheck "Enable Protected Mode."
  • Apply the changes, click Okay, and exit Internet Explorer.
  • Right-click the QuickBooks Desktop icon and choose "Run as Administrator."
  • Repeat step 8 for Internet Explorer and run it as an administrator.

Step 3: Prepare to export QuickBooks Online data.

The steps below will help you prepare all the data before exporting it from QuickBooks Online to the Desktop version.

  • Launch the QuickBooks version to which you intend to convert the company file. Avoid opening a company file or proceeding from the "No Company Open" window.
  • Log in to your QuickBooks Online account.
  • Click on the Gear icon, then select "Export Data" under the Tools tab.
  • Choose the reason for the export from the pop-up window and click Continue.
  • Opt for "Learn more" under "Moving to QuickBooks Desktop."
  • Click on "Learn more" for downloading company data.
  • Review the Export overview and click Get started.
  • Select "Install for ActiveX control," then confirm the installation by choosing "Install ActiveX Control Now."
  • Once the installation is complete, click Continue.
  • Choose the data you wish to export and click Continue.
  • Review any data export limitations and click Continue.
  • Enter all the required contact information and select Continue to proceed.

Step 4: Finish exporting the data

You can return to the export page by repeating the steps in QuickBooks online.

  • Go to the Settings tab and choose "Export Data" in QuickBooks Online.
  • Follow the steps to prepare for exporting QuickBooks Online data.
  • Click on the Continue button to commence the download on the exporting page from QBO.

The next step is to switch over to QuickBooks Desktop.

  • Check if the "No Company Open" screen is visible. If a company is open, navigate to the File menu and choose "Close Company."
  • Select your preferred option and click Continue.
  • Proceed by clicking on the Download option.
  • In the "Save Company File" window, designate a location to save the file.
  • A pop-up window will appear asking where you'd like to save the file. Choose the "Convert Now" option.
  • Opt for "Yes" when prompted for each application certificate.
  • Click Continue and then select Done.
  • Choose Finished and proceed to Run reports.

Final words..!

After successfully converting and exporting the QuickBooks Online file to your desktop, proceed by opening the QuickBooks Desktop application. Under the File tab, choose Open or Restore Company and then select Open a Company File. From there, locate and select the company file on your desktop and click Next to import it into the Desktop application. For users who find this process challenging, you can seek quick assistance by calling SMB Helpline Number +1-800-961-4963.