Moving from QuickBooks Self-Employed to QuickBooks Online means moving your financial data from a self-employment tracking tool into a full small business accounting platform. Freelancers, independent contractors, and growing businesses often outgrow the simpler tool and start needing more advanced bookkeeping features, multiple user access, and detailed reporting.
The following sections explain what the conversion does, what data transfers, the available conversion methods, and the steps required to complete the move. You’ll also learn what doesn’t transfer and what to review before getting started.
Table of Contents
- 1 Why Convert QuickBooks Self-Employed to QuickBooks Online?
- 2 What Are the Steps to Convert QuickBooks Self-Employed to QuickBooks Online
- 3 What Data Transfers to QuickBooks Online?
- 4 What Data Doesn’t Transfer During the Conversion?
- 5 What to Do After Moving to QuickBooks Online
- 6 Conclusion
- 7 Frequently Asked Questions
- 7.1 Can I convert QuickBooks Self-Employed to QuickBooks Online automatically?
- 7.2 What happens to my QuickBooks Self-Employed invoices after I convert?
- 7.3 Can I go back to QuickBooks Self-Employed after converting?
- 7.4 How do I import products and services into QuickBooks Online?
- 7.5 Do I need to cancel QuickBooks Self-Employed after converting?
- 7.6 Related Article
Why Convert QuickBooks Self-Employed to QuickBooks Online?
Businesses generally upgrade to QuickBooks Online for the following reasons.
- Growing businesses need more advanced bookkeeping features than Self-Employed offers.
- Multiple users, invoicing, and detailed financial reporting all come standard in Online.
- QuickBooks Online supports payroll integration and additional payroll features that are not available in QuickBooks Self-Employed.
- Third-party apps connect directly, extending what the accounting side can do.
- Cloud storage with automatic backups keeps data secure without extra setup.
What Are the Steps to Convert QuickBooks Self-Employed to QuickBooks Online
Step 1- Download Your QuickBooks Self-Employed Data First
- Go to Reports, then Standard reports.
- In the Tax details section, select a tax year.
- Select Download.
- Download a report for each tax year you have in QuickBooks.
- Repeat these steps for your Profit and Loss, Mileage Log, and Receipts.
Step 2- Upgrade Automatically
- Go to Settings, then from the Profile column, select Upgrade.
- Select Choose plan for the plan you prefer.
- Review the changes in features, then select Sounds good.
- Select Bring my data to copy your data, or select Start Fresh if you do not want to copy it.
- Review the summary of data that will move to QuickBooks Online.
- Select Continue, then To QuickBooks Online!
- Double-check your payment method, then select Change plan. Select the Edit icon if you need to update your payment method.
- Answer or confirm a few details about your business to start using QuickBooks Online.
Step 3- Switch Manually
Choose this method when your QuickBooks Self-Employed subscription was purchased through Google Play or the App Store.
- Download all your QuickBooks Self-Employed transactions to copy them to QuickBooks Online.
- Go to the Plans & Pricing page, and choose the plan that fits your business.
- Decide what type of data you want to copy before you move it.
- Connect your bank and credit card accounts to QuickBooks Online to download transactions through online banking, or upload your transactions manually.
You may also read this: Sage 50 to QuickBooks Desktop Conversion
What Data Transfers to QuickBooks Online?
Not everything transfers during the conversion. The amount of data that moves depends on the conversion method you choose.
| Data Type | Transfer Details |
| Customers | Transfers automatically during the direct upgrade. |
| Transactions | Transfers automatically during the direct upgrade. Some imported transactions may require review and categorization after the move. |
| Basic account details | Transfers automatically during the direct upgrade. |
| Invoices | Transfers with your data. Unpaid invoices can’t be marked paid after the move. |
| Products and services | Import these using a CSV, Excel, or Google Sheets file through the Import Data tool. |
| Reports (Tax Details, Profit and Loss, Mileage Log, Receipts) | Download these manually before you convert. QuickBooks Self-Employed does not offer a full backup option. |
The automatic upgrade transfers more data without requiring additional steps. The manual method involves downloading and re-entering some records yourself.
What Data Doesn’t Transfer During the Conversion?
Some information doesn’t transfer during the move to QuickBooks Online. Here’s what you should know.
- You can’t mark an unpaid invoice as paid after the move. Delete and recreate those invoices in QuickBooks Online instead.
- You can’t return to QuickBooks Self-Employed after you copy your data to QuickBooks Online.
- Manual export is needed for some reports or categories that don’t transfer automatically.
Things to Know Before Converting QuickBooks Self-Employed to QuickBooks Online
Keep these points in mind before you start your conversion.
- Check how you subscribed to QuickBooks Self-Employed. Google Play and App Store subscribers can only switch manually.
- Download your Tax Details, Profit and Loss, Mileage Log, and Receipts reports first, since Self-Employed doesn’t back this data up on its own.
- Review your imported data after the upgrade to confirm that customers, transactions, and account balances transferred correctly.
- Decide what data you want to copy before you start the move.
- Copying your data to QuickBooks Online is a one-way move. You can’t undo it and return to QuickBooks Self-Employed.
- Keep downloaded reports for future reference because they cannot be regenerated from QuickBooks Self-Employed after your subscription ends.
Also read this: Convert Quicken Data to QuickBooks Desktop
What to Do After Moving to QuickBooks Online
After the QuickBooks Self-Employed to QuickBooks Online conversion is complete, take a few minutes to review your data before continuing with day-to-day accounting.
- Categorize your open transactions and mark your invoices as paid if you brought your data over.
- Complete the QuickBooks Online setup process and review your company settings before recording new transactions.
- Cancel your QuickBooks Self-Employed subscription once your data imports successfully into QuickBooks Online.
- Wait until you have confirmed that all required data transferred successfully before cancelling your previous subscription.
Conclusion
Converting QuickBooks Self-Employed to QuickBooks Online moves your financial data into a platform built for growing businesses. QuickBooks offers two conversion methods: an automatic upgrade through your account settings and a manual process for subscriptions purchased through Google Play or the App Store. Downloading your reports first protects your records, since once you copy your data, there’s no reversing the move.
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Frequently Asked Questions
Can I convert QuickBooks Self-Employed to QuickBooks Online automatically?
Yes, if you didn’t subscribe through Google Play or the App Store. Go to Settings, select Upgrade, choose your plan, and select Bring my data. You’ll see a summary of what transfers before confirming the change.
What happens to my QuickBooks Self-Employed invoices after I convert?
Your invoices transfer with your data, but you can’t mark an unpaid invoice as paid after the move. Delete the invoice in QuickBooks Online and recreate it there if you need to update its payment status.
Can I go back to QuickBooks Self-Employed after converting?
No. Once you copy your data to QuickBooks Online, QuickBooks Self-Employed doesn’t offer a way to reverse the move. Download and save your reports before you convert, in case you need them later.
How do I import products and services into QuickBooks Online?
Self-Employed doesn’t include an automatic transfer option for products and services, so use a CSV, Excel, or Google Sheets file through the Import Data tool instead.
Do I need to cancel QuickBooks Self-Employed after converting?
Yes. Cancel your QuickBooks Self-Employed subscription once your data imports successfully into QuickBooks Online. Confirm your reports, transactions, and invoices moved correctly before you cancel your subscription.
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