QuickBooks Online

Essential Steps Before Converting from QuickBooks Desktop to QuickBooks Online

Business owner consulting an expert via the phone for migration from QuickBooks Desktop to Online

As businesses strive to adapt to the ever-evolving landscape of financial management, the decision to transition from QuickBooks Desktop to QuickBooks Online becomes increasingly relevant. However, embarking on this journey requires careful consideration and preparation to ensure a smooth and successful transition. 

In this post, we’ll explore the essential steps that businesses need to take before making the decision to convert from QuickBooks Desktop to QuickBooks Online. From understanding if QuickBooks Online is a good fit to determining the appropriate version, converting data, and seeking expert guidance from an Intuit Elite Partner like Paygration, we’ll cover everything you need to know to make an informed decision and ensure a seamless transition.

Understanding If QuickBooks Online Is a Good Fit

Before diving into the conversion process, it’s crucial to assess whether QuickBooks Online is a suitable solution for your business. Consider the following factors:

Accessibility and Mobility

QuickBooks Online offers the advantage of cloud-based accessibility, allowing users to access financial data anytime, anywhere, and from any device with an internet connection. If your business requires remote access and collaboration among team members, QuickBooks Online may be a good fit. Additionally, QuickBooks Online has a mobile app that lets you manage your accounting tasks on the go.

Scalability and Flexibility

QuickBooks Online is designed to scale with businesses as they grow, offering various subscription plans tailored to different business needs. If your business anticipates growth or expansion in the future, QuickBooks Online’s scalability and flexibility may be advantageous.

Collaboration and Integration

QuickBooks Online facilitates collaboration and integration with third-party apps and services, allowing businesses to streamline workflows and enhance productivity. If your business relies on integrations or requires seamless collaboration between departments, QuickBooks Online may offer the integration capabilities you need.

Cost and Affordability

QuickBooks Online operates on a subscription-based pricing model, with different pricing tiers offering varying levels of features and functionality. Assess your budget and financial resources to determine if QuickBooks Online’s subscription fees align with your business’s financial goals and constraints.

Determining the Version of QuickBooks Online to Move To

Select the Right Version

QuickBooks Online offers several versions tailored to different business needs and budgets, including Simple Start, Essentials, Plus, and Advanced. Assess your business requirements, budget constraints, and desired features to determine the most suitable version for your needs. To help you decide, check out our guide on how to choose the best QuickBooks Online version for your business. If you want to leverage the benefits of QuickBooks Online, we recommend QuickBooks Online Advanced.

If you would like to try the full version of QuickBooks Online Advanced, click here to get a free 30-day no-commitment trial plus access to the full video training library.

Compare Features and Pricing

Compare the features, pricing plans, and subscription options for each QuickBooks Online version to identify the best fit for your business. Consider factors such as invoicing capabilities, payroll integration, inventory management, and reporting functionalities when making your decision.

QuickBooks Online’s dashboard (Source: QuickBooks Online)

Forecast Future Growth and Scalability

Choose a QuickBooks Online version that can scale with your business as it grows and expands. Consider future growth projections, industry-specific needs, and scalability requirements to ensure that the selected version can accommodate your evolving business needs.

Converting Your Data

Converting data from QuickBooks Desktop to QuickBooks Online is a critical step in the transition process. However, attempting to do it yourself can be challenging and fraught with risks:

  • Data Mapping and Cleansing: Converting data requires meticulous data mapping and cleansing to ensure the accuracy and integrity of financial information. Without the expertise to properly map and migrate data, businesses risk losing critical data or encountering discrepancies that can impact financial reporting.
  • Customization Reconciliation: QuickBooks Desktop and QuickBooks Online have different feature sets and customization options, leading to potential discrepancies in reports, templates, and workflows. Reconciling these customizations in QuickBooks Online requires expertise and may result in incomplete or inaccurate configurations if not done correctly.
  • Integration Challenges: Businesses relying on third-party integrations with QuickBooks Desktop may encounter compatibility issues when migrating to QuickBooks Online. Integrations may need to be reconfigured or replaced with compatible alternatives to ensure seamless functionality and data synchronization.
  • User Training and Support: Transitioning to QuickBooks Online involves adapting your team to a new user interface and workflow processes. Without proper training and support, employees may struggle to navigate the new platform, leading to productivity losses and errors.

Converting Your Data and Why Expert Assistance is Essential

Understanding the Data Conversion Process

Converting data from QuickBooks Desktop to QuickBooks Online involves several steps, including exporting data from QuickBooks Desktop, cleaning and formatting the data for import into QuickBooks Online, and verifying the accuracy of the imported data. It’s essential to understand the intricacies of the data conversion process to ensure a smooth transition.

Challenges of DIY Data Conversion

While it may be tempting to attempt data conversion on your own, DIY data conversion carries significant risks and challenges. Without the expertise to properly map and migrate data, businesses risk losing critical data or encountering discrepancies that can impact financial reporting and decision-making.

Benefits of Expert Guidance

Seeking expert guidance from an Intuit Solution Provider like Paygration can help mitigate the risks and challenges associated with data conversion. Our certified professionals have extensive experience in QuickBooks migration and integration and can provide invaluable assistance throughout the conversion process.

Free Consultation and Guidance

We offer free consultation and guidance to businesses looking to convert from QuickBooks Desktop to QuickBooks Online.  Working with us, you get access expert advice, personalized recommendations, and comprehensive support to ensure a seamless and successful transition to QuickBooks Online.


Converting from QuickBooks Desktop to QuickBooks Online requires careful planning, assessment, and preparation to ensure a smooth and successful transition. By understanding if QuickBooks Online is a good fit, determining the appropriate version, and having expert guidance, businesses can navigate the conversion process with confidence and minimize the risk of disruption to their operations. With specialized expertise, tailored solutions, plus free consultation and guidance, Paygration can help unlock the full potential of QuickBooks Online and drive growth and success for your business.

Have Questions? Need Help?

If you have any questions about the features of QuickBooks Online, you can give us a call at 866-949-7267 and one of our experts can walk you through the details. 

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Just register for the free trial below and we will send you everything you need to evaluate QuickBooks Online including 30-day access, the full 76-page QuickBooks Online Guide (details everything that you can do in the software) plus the video training library.  Free end-to-end consultation and support are included so if you need any help along the way, just let us know!

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