Convert QuickBooks Online to Desktop: Full Guide Made Simple

Are you planning to convert QuickBooks Online to Desktop? You’re not the only one. Many businesses start with QuickBooks Online. It’s easy and fast. But over time, some need more power, better tools, and full data control.

This guide will show you how to make the switch. We’ll also cover how to use the QuickBooks Online to Desktop migration tool, what to expect, and common issues to avoid.

Why Convert from QuickBooks Online to Desktop?

There are many good reasons to switch. Here’s why it may be the right move for your business.

1. More Tools in Desktop

• Desktop version has more detailed reports.

• It supports complex workflows and large files.

2. Work Without Internet

• Desktop works even if the internet is down.

• No lag or delays when opening files.

3. Lower Costs Over Time

• One-time payment instead of monthly fees.

• Great for businesses that plan long-term use.

4. Better Inventory Management

• Desktop has strong inventory and job costing tools.

• Helps service and product-based businesses.

5. Full Data Ownership

• Your data is stored on your own system.

• You choose your backup method.

Things to Know Before Starting

1. It Works Only on Windows

• You must use a Windows PC.

• Mac systems are not supported for export.

2. Use Internet Explorer 11

• This is required to run the export function.

• Chrome or Edge will not work for this process.

3. Install QuickBooks Desktop

• Make sure your desktop version is 2022 or later.

• Keep it installed on the same PC.

4. Login with Admin Access

• You need to log in as the QuickBooks Online admin.

• Only admins can run the export tool.

5. Check Data Before and After

• Review your file before you export it.

• Verify reports after the import to confirm data.

Step-by-Step Guide: Convert QuickBooks Online to Desktop

Step 1: Sign In to QuickBooks Online

• Open Internet Explorer 11.

• Log in using your admin account.

Step 2: Open QuickBooks Desktop

• Open the Desktop app.

• Stay on the “No Company Open” screen.

Step 3: Launch the Export Option

• In Online, press Ctrl + Alt + ?

• Or go to Gear Icon > Export Data

Step 4: Install ActiveX Control

• A prompt will appear for ActiveX.

• Install and enable it to continue.

Step 5: Start Migration Tool

• Use the QuickBooks Online to Desktop migration tool.

• Select what you want to export.

Step 6: Choose Your Data

• You can choose lists, transactions, or both.

• Make sure to review all options.

Step 7: Save the Export File

• QuickBooks will create a special file.

• Save it to your local drive.

Step 8: Open File in Desktop

• In QuickBooks Desktop, go to File > Open or Restore.

• Load the file you just saved.

Step 9: Review the Data

• Run reports to check everything.

• Match totals, lists, and balances.

What Gets Exported and What Doesn’t?

✅ Items That Are Exported

• Customer and Vendor Lists

• Chart of Accounts

• Invoices, Bills, and Transactions

• Products and Services

❌ Items That Are Not Exported

• Recurring transactions

• Payroll details and settings

• Audit logs and user activity

• Bank feed settings

⚠️ Be Prepared to Rebuild Some Parts

• Some features need to be added again in Desktop.

• Plan time to test your data.

Tips for a Smooth Conversion

1. Backup Before You Start
   Always create a backup of your Online data.

2. Use One PC for Everything
   Don’t switch devices during the process.

3. Close Unneeded Programs
   This prevents the system from slowing down.

4. Check Your Internet Explorer Settings
   Enable ActiveX and pop-ups for QuickBooks.

5. Ask for Help if Needed
   Contact QuickBooks or Meru Accounting support.

Common Errors and How to Avoid Them

1. Outdated Software

Update both QuickBooks Online and Desktop.

2. Wrong Browser

Use only Internet Explorer. Not Chrome or Safari.

3. Not Reviewing Data

Always compare balances before and after.

4. Exporting Too Much Data at Once

Start with lists and then do transactions if needed.

5. Ignoring File Size

Large files may need more time or better system specs.

Using a Third-Party Tool for Conversion

1. What Are These Tools?

• These help move data from Online to Desktop.

• Some are free; others are paid.

2. Are They Safe?

• Most are safe if used properly.

• Always back up your data first.

3. Pros

• Saves time

• More automation

4. Cons

• Cost may be involved

• You need to share access

5. Meru Accounting Can Help

• We use secure tools and expert checks.

Common Reasons for Switching from Online to Desktop

Better Speed

QuickBooks Desktop runs faster with big files and more data.

More Reports

Desktop gives more detailed and custom reports.

Use Without Internet

You don’t need Wi-Fi to run QuickBooks Desktop.

Strong Features

Better tools for job costing, stock, and batch bills.

Data Safety

Your data stays on your own PC, not in the cloud.

Things to Know Before You Switch

• Back Up Your Data – Save your Online file before you move.

• Check Your PC – Ensure it meets Desktop system requirements.

• Need a License – You must buy or already own a Desktop license.

• Data Gaps – Some data may not transfer.

• Use the Tool – QuickBooks provides a migration tool to assist.

Why Use the Migration Tool?

Fast and Safe

The tool moves your data quickly and securely.

Moves Key Data

It brings over clients, bills, vendors, and totals.

Easy Steps

The tool guides you step by step.

Fewer Mistakes

Avoids human errors during manual entry.

Saves Time

You can focus on your business, not manual data transfer.

QuickBooks Online vs Desktop

What You Might Lose When You Switch

• Custom Reports – May need to recreate them.

• Bank Feeds – Must be reconnected manually.

• User Settings – Roles and permissions must be reset.

• Linked Apps – Some apps won’t work with Desktop.

• Audit Trail – May not fully carry over.

Post-Migration Checklist

✅ Check Data

Make sure all names, bills, and totals are accurate.

✅ Test Reports

Run reports like Profit & Loss or Balance Sheet.

✅ Bank Setup

Reconnect your bank feeds.

✅ Set Preferences

Reapply tax, email, and printing settings.

✅ Make a Backup

Save a backup of your new Desktop file.

Why Choose Meru Accounting?

Meru Accounting makes your move from QuickBooks Online to Desktop simple and safe. Our expert team:

• Sets up the migration tool

• Guides you through the entire process

• Checks your data post-migration

• Offers setup, support, and training

We reduce errors, save time, and offer peace of mind. Let us handle the complex parts while you focus on your business.

FAQs

1. Can I convert QuickBooks Online to Desktop for free?

Yes, if you already own a Desktop license.

2. What is the QuickBooks Online to Desktop migration tool?

It’s a built-in tool to export your company file to Desktop.

3. Will all my data transfer?

Not all. Payroll, recurring entries, and audit logs don’t transfer.

4. Can I do this on a Mac?

No. It must be done on a Windows PC using Internet Explorer.

5. Will my Online account stop working after the move?

No, unless you cancel it manually.

6. How long does it take?

15 minutes to a few hours depending on file size.

7. What if I need help?

Meru Accounting offers full migration support.