How to Convert QuickBooks Online Company File to Desktop?

Converting a QuickBooks Online (QBO) company file to QuickBooks Desktop is a useful process if you want to switch from the cloud-based platform to the desktop version for more control, offline access, or specific features. The process requires careful steps to ensure your data transfers correctly without errors. No need to worry! This guide explains how to convert a QuickBooks Online company file to QuickBooks Desktop with simple instructions. We use clear steps to help you do it smoothly.

Why Convert QuickBooks Online Company File to QuickBooks Desktop?

You might want to convert your QBO file to QuickBooks Desktop to:

• Work offline without needing an internet connection.
• Use advanced features like job costing or inventory tracking, available in Desktop versions.
• Customize reports and forms more extensively.
• Save on subscription costs if you prefer a one-time purchase.
• Integrate with other desktop software for your business.

Before starting, note that some data, like attachments or recurring transactions, may not transfer fully. Follow the steps below to convert your QuickBooks Online company file to QuickBooks Desktop.

Solution 1: Prepare Your QuickBooks Online Data

Preparing your QBO data ensures a smooth conversion and reduces errors.

1. Log in to QuickBooks Online and open your company file.
2. Go to Reports and run a Profit and Loss and Balance Sheet report to verify your data.
3. Back up your QBO data by exporting key lists (e.g., customers, vendors) to Excel. See Import and Export QuickBooks Data with MS Excel Files.
4. Check for pending transactions, like unpaid invoices or bills, and resolve them.
5. Ensure your QuickBooks Online subscription is active, as you need access to export the file.
6. Confirm you have a compatible QuickBooks Desktop version (e.g., Pro, Premier, or Enterprise, 2019 or later).

For backup tips, check our guide on Restore a Backup of Your QuickBooks Company File.

Solution 2: Export the Company File from QuickBooks Online

QuickBooks Online allows you to export your company file for conversion to QuickBooks Desktop.

1. Log in to QuickBooks Online as an admin.
2. Go to Settings (gear icon) > Export Data.
3. Select Export to QuickBooks Desktop and choose the data to include (e.g., transactions, lists).
4. Click Get Started and follow the prompts to prepare the export.
5. Download the export file (a .qbb or .zip file) to your computer.
6. Save the file in an easily accessible location, like your Desktop or Documents folder.

If you face export issues, see our post on QuickBooks Unable to Open Company File for related troubleshooting.

Solution 3: Import the File into QuickBooks Desktop

After exporting, import the file into QuickBooks Desktop to complete the conversion.

1. Open QuickBooks Desktop on your computer. Ensure it’s updated to the latest version. See Update QuickBooks to Latest Release.
2. Go to File > Open or Restore Company > Restore a Backup Copy > Next.
3. Select Local Backup and browse to the exported .qbb or .zip file from QuickBooks Online.
4. Follow the prompts to convert the file. This may take a few minutes depending on file size.
5. Save the new QuickBooks Desktop company file (.qbw) in a secure location.
6. Open the file and verify your data, like accounts, transactions, and balances.

For help with file imports, check our guide on Import Invoices into QuickBooks Online Desktop.

Solution 4: Verify Data After Conversion

After importing, check your data to ensure everything transferred correctly.

1. In QuickBooks Desktop, go to Reports > Company & Financial.
2. Run a Profit and Loss and Balance Sheet report.
3. Compare these reports with the ones from QuickBooks Online (from Solution 1).
4. Check lists like customers, vendors, and items in the Lists menu.
5. Verify transactions, such as invoices and payments, in the Customer Center or Vendor Center.
6. If data is missing, re-import or manually enter it using Excel files from your backup.

For report-related help, see our post on Export Reports as Excel Workbooks in QuickBooks.

Solution 5: Fix Conversion Issues

If you encounter errors during conversion, try these troubleshooting steps.

1. Update QuickBooks Desktop: Ensure you have the latest version to avoid compatibility issues. Check QuickBooks Desktop Update Errors.
2. Run QuickBooks Tool Hub: Download the QuickBooks Tool Hub and use Program Problems or Company File Issues to fix errors.
3. Check File Size: Large QBO files may cause issues. Split data into smaller periods if needed.
4. Repair QuickBooks Desktop: Go to Control Panel > Programs and Features, select QuickBooks, and choose Repair. See Repair QuickBooks Desktop for Windows.
5. Ensure Admin Access: Run QuickBooks Desktop as an admin. Right-click the icon and select Run as Administrator.

For persistent errors, read our guide on Fix Common QuickBooks Enterprise Errors.

Solution 6: Set Up QuickBooks Desktop Preferences

After conversion, configure QuickBooks Desktop to match your business needs.

1. Go to Edit > Preferences in QuickBooks Desktop.
2. In the General tab, set options like auto-saving or default currency.
3. In the Accounting tab, enable features like class tracking if used in QBO.
4. In the Payroll tab, set up payroll if needed. See QuickBooks Payroll Setup.
5. In the Sales Tax tab, configure tax rates to match your QBO settings.
6. Save changes and test by creating a sample transaction.

For setup tips, check our post on Setup QuickBooks Account.

Additional Tips to Convert QuickBooks Online Company File to Desktop

To ensure a successful conversion and smooth transition:

• Back up your QuickBooks Desktop file regularly after conversion. Learn how in QuickBooks Auto Data Recovery.
• Sync QuickBooks Desktop with other tools, like Outlook, for efficiency. See Sync Outlook Contacts with QuickBooks Desktop.
• Train your team on QuickBooks Desktop to avoid errors. Check Create and Manage Roles in QuickBooks Enterprise.
• Use QuickBooks Desktop reports to monitor your data. Learn more in How to View Profit & Loss Report in QuickBooks.
• If using multiple computers, sync your QuickBooks Desktop file. See Sync QuickBooks Files Between Two Computers.

Conclusion

Converting a QuickBooks Online company file to QuickBooks Desktop is straightforward with the right steps. Prepare your data, export from QBO, import to Desktop, and verify everything transferred correctly. If issues arise, use QuickBooks Tool Hub or repair the installation. Our guides at Transyncpro.com, like QuickBooks Tool Hub, QuickBooks Payroll Setup, Restore a Backup of Your QuickBooks Company File, and Fix Common QuickBooks Enterprise Errors, offer more help. If you need extra support, contact our team. Switch to QuickBooks Desktop smoothly with these easy steps!