How to Convert QuickBooks Online to Desktop?

It seems that converting from QuickBooks Online to Desktop has been a common need of many business owners. There can be numerous reasons to convert. However, if you browse the internet you will hardly find any real-time solution. Thankfully, here you will find the genuine steps and other details of how to convert QuickBooks Online to the Desktop version. 

Many businesses are thinking of converting QuickBooks Online to QuickBooks Desktop. If you are one of them, you have a few steps and options that you can take into consideration to achieve the conversion successfully. 

Explaining Conversion From QuickBooks Online to Desktop

The conversion refers to the export of all files from the Online version to the Desktop version. While exporting the files the functionalities will vary. Thus, if you feel like changing, just change the subscription and move to the other version.

QB Online is a cloud-oriented software. Hence, you are allowed to sign up and access the files from any device. Contrarily, the Desktop version can have access from one device at a time which is connected to a specific network.

Also read: How to Convert QuickBooks Enterprise to Pro (Desktop)

Things to Remember Before Conversion

Before you begin the process of conversion of data from the Online version to the Desktop version, you should remember the following points: 

• The Windows version you are using must be the latest one or the one launched after 2004. 
• The desktop should be compatible with QB Desktop and the Internet Explorer must be 32-bit. Internet Explorer 64-bit will show an error while running the program. 
• The Internet Explorer of your device should be either 10 or higher when exporting the data.
• You need to boost the conversion with the help of ActiveX when the process is no longer performed. 
• If you are using the Desktop version of QB on Mac, direct export cannot happen. Moreover, the process will be different. 
• People who are using the non-US edition of QuickBooks may have to restrict to a few items including customers, products, services, etc. 
• You must have at least one invited accountant if you are an administrator of a company. 
• You must clean all the unwanted or junk files from the QuickBooks desktop.

How to Convert QuickBooks Online to Desktop?

Once you are ready after making the settings as per the requirements, the next step is to go for the QuickBooks conversion. Well, so far as the conversion is concerned, you have three options that you can adopt to achieve your objective.

The steps for both options have been shared below:

Step 1: Export & Convert

• Sign in to the client’s QuickBooks Online Account.
• Choose the Gear icon.
• Select Export Data.
• You may enter the reason for export.
• Select Continue.
• You get an option to move to QuickBooks Desktop. Click Learn More, over there.
• Again, you have to Download the company file. Click Learn More over there.
• On the export overview screen, you can review the data.
• Click Get Started.
• You will have an Exporting from QuickBooks Online page in front of you.
• Click Continue to Download.
• Follow the on-screen prompts to complete the export process.

Step 2: Using IE Explorer

• Sign in to the QB Desktop as an Administrator. To do this:
  • Right-click the QuickBooks Desktop icon.
  • Click on Run as Administrator.
  • QB screen opens for you to select the company file you want to open.
• Open IE (no other browser would work).
• Turn off the pop-up blocker before logging in to QB Online in the browser. To turn off the blocker:
  • Go to the Tools icon.
  • Select Internet Options.
  • Choose the Privacy tab.
  • Uncheck Turn on Pop-up Blocker.
• Sign in to the QuickBooks account.
• Go to the Gear icon. Click it.
• Choose Export Data.

Step 3: Export as Per File Requirements

• Check your requirements related to the company file.
• Based on the same, prepare for the data export.
• Create a QuickBooks online account.
• Open QuickBooks Desktop.
• Go to the Company menu.
• Choose Export Company File to QuickBooks Online.
• Login into your QuickBooks Online account once again.
• Decide if you want to export the inventory data onto the new platform.
• Indicate the same to the software.
• Choose the QBO Company file.
• Prepare a Data File Copy.

Step 4: Security Settings of Internet Explorer

• Go to the Internet Explorer. Right-click on the icon. Tap on the option stating “Run as admin”. 

•  Opt for the “Tools” and then select the “Internet Explorer”.
• Seek the menu stating “Security and trusted sites”.
• Moving ahead, choose the “Sites”.
• In the box of “Add this website to the zone” type: *.qbo.intuit.com or *.intuit.com.

•  Uncheck all the verification options of the “Required server” of the zone.
• Shut the window of the “Trusted Sites”.
• Uncheck the enable option of the “Protection Mode”.

•  Go to Apply and tap on Ok. 
• To Disable the “Protection Mode”, restart the Internet Explorer.
• Leave it open. 

Step 5: Prepare the Desktop Version Before Export

• Right-click on the QB Desktop icon to access it. You must sign in as the admin. 
• If you do not have a preinstalled version of QB Desktop, you can download the trial version. 
• Go to the “File” and then “Close Company”. 

•  Allow the Desktop version open for the remaining steps.

Step 6: Prepare the Data You Export from QuickBooks Online

• Open the QuickBooks version where you want to export the company file. You must proceed with the No Company option. Also, do not open a company file.
• Log in to QuickBooks Online. 
• Opt for the “Gear” icon. Go to “Export Data” under the Tools menu.
• From the pop-up, choose the reason and then tap “Continue”.
• Access the “Learn More” options in QB Desktop.
• Access the “Learn More” under the menu for downloading the company data. 
• Go through the overview of the “Export” and start the process. 
• Choose and confirm the installation of ActiveX control. 
• Continue after the installation is done. 
• Select the data you will export and continue.
• Review the data you will be exporting and tap on “Continue” again. 
• Enter the contact info and hit on “Continue”.

Note: You will be receiving an email with all the steps mentioned in the conversion and export. It also mentions the time depending on the amount of data present. The email indicates the completion of data compiling and moving to the last step.

Step 7: Complete the Export

To begin in the Online version of QB, repeat the given steps and go to the export page.

• Click on “Settings” and go to “Export data”.
• Re-run the steps and prep up to export data from QB Online.
• Choose the “Continue” tab for downloading the exports from the Online page. 

Switch to QB Desktop for the following:

• Make sure that the “No Company” screen is open. Visit the file and of for “Close Company”.
• Select the option as per your choice and tap on “Continue”.
• Tap on the download option.
• Save the screen of the company file. Choose the location where you want to save the file.
• From the pop-up screen, save the file in the desired location. Continue to the option stating “Convert Now”. 
• Click on “Yes” every time it appears on the screen.
• Navigate the “Continue” option and tap on “Done”.
• Finish and start running the reports.

Reasons to Convert QB Online to Desktop

The conversion from one version of QuickBooks to another has always been fascinating. As every person has their individual needs, the platform they use can also vary. Each version of QuickBooks has its distinguished features and functions. Thus, the conversion may be needed due to the following reasons:

Offline Access

QB Desktop can be accessed even without an internet connection. All you need to do is to install it on your device. Thus, if you are in an area with no proper internet connectivity, the conversion proves to be beneficial for you.

Ownership of Data

As the data is saved locally in the case of QuickBooks Desktop, people who prefer to have sole control and access to their business finances can find it helpful.

Extra-Added Features

Surprisingly, the QB Desktop has more advanced features compared to the online version. So, if you need to access any feature unavailable in the online version, it is better to switch to Desktop. 

Customization

The extreme customization features offer more flexibility when making reports, templates, and other financial documents. You can tailor-craft your business documents with the QB Desktop.

Cost Factor

The business size always determines what cost-effective accounting solution you need for smooth running. For example: If the business is large, its accounting requirements are intricate which in turn calls for the Desktop version. 

Large Data

QB Desktop can access large files better as compared to QB Online. Businesses with huge transaction records always choose QB Desktop over the Online version.

Intricate Inventory Management

If your venture is inventory-centric and needs heavy inventory management, it is better to choose QB Desktop. The version also provides advanced tracking features related to the inventory.

Numerous Companies

After subscribing to QB Desktop, you can manage multiple companies with no extra charges. On the other hand, in the online version you have to pay separate charges for each company.

Benefits of Converting QuickBooks Online to Desktop

QuickBooks Desktop is a superior alternative for combinations and accounting services that need to keep up with different company books. It is additionally a superior choice for product-based organizations that need to monitor inventories, especially the ones that are operational in one of the business classes accessible in QuickBooks. The following is a synopsis of the significant benefits of QuickBooks Desktop over QuickBooks Online. 

• Progressed stock administration: While QuickBooks Online provides just the earliest in, earliest out (First-In-First-Out) strategy for stock service, and that too just on select adaptations, there are two methods for following stock with QuickBooks Desktop. The option normal expense strategy is accessible with the Advanced Inventory add-on module. 
• Industry-explicit customizations: QuickBooks Desktop remembers customizations for organizations for specific ventures like assembling and discounting, contracting retail, nonprofit, professional services, and general business. 
• Group invoicing technique: It is feasible to give solicitations in groups with QuickBooks Desktop which works on customer overhauling when there are numerous organizations included. 
• Deal with numerous accounts: A solitary QuickBooks Desktop installation upholds various company files. This is, nonetheless, not valid for QuickBooks Online which can deal with just one company file for each membership. 

Also Read: Convert QuickBooks File into an Older Version

Need Professional Help?

In case you get stuck anywhere while conducting the conversion, you can connect with our experts on the smbaccountants.com option as they are available to help 24/7.