QuickBooks Online

Things To Never Do When Converting From QuickBooks Desktop To Online

Woman migrating her accounting files from QuickBooks Desktop to Online

Converting from QuickBooks Desktop to QuickBooks Online provides many advantages, including greater flexibility, real-time data access, and streamlined collaboration. However, the transition process requires careful planning and execution to ensure a smooth and successful migration. Let’s discuss the things you should never do when converting from QuickBooks Desktop to Online.

Neglecting to Back Up Your Data

Before initiating the conversion process, always back up your QuickBooks Desktop data. Skipping this critical step risks losing essential financial records if anything goes wrong during the transition. Create a full backup of your QuickBooks Desktop company file to safeguard your data against potential errors or corruption.

Additionally, having a backup allows you to compare the data before and after the conversion to ensure accuracy. This comparison helps identify any discrepancies and ensures that your financial information remains intact and precise.

Tip: Learn the benefits of moving to QuickBooks Online and cloud accounting.

Failing to Verify Data Integrity

Data integrity is crucial for a successful migration. Before converting, run the Verify Data utility in QuickBooks Desktop to check for data errors or corruption. This step identifies any issues that could disrupt the conversion process and allows you to resolve them beforehand.

Ignoring data verification can result in transferring corrupted or inaccurate data to QuickBooks Online. This can lead to significant problems down the line, including incorrect financial reports and misinformed business decisions.

Overlooking System Requirements

Ensure your computer and internet connection meet the system requirements for QuickBooks Online. Failing to do so can cause performance issues, slow data transfers, and connectivity problems during the conversion process.

Check for the latest system requirements on the QuickBooks website and update your hardware or software if necessary. A stable and robust internet connection is also essential for a smooth and efficient migration.

Converting During Peak Business Hours

Timing is critical when converting from QuickBooks Desktop to QuickBooks Online. Avoid performing the conversion during peak business hours when financial data is actively being used or updated. Choose a time when your business operations are at a minimum to reduce the risk of disruptions and data conflicts.

Plan the conversion process during off-hours or weekends to minimize the impact on your daily operations. This approach ensures that your business can continue running smoothly while the transition takes place.

Ignoring Account Reconciliation

Before converting, reconcile all your accounts in QuickBooks Desktop. Unreconciled accounts can cause discrepancies in your financial data once migrated to QuickBooks Online. Ensuring that your accounts are up-to-date and reconciled simplifies the conversion process and maintains data accuracy.

Reconciling your accounts involves matching your QuickBooks records with your bank statements. This step ensures that your financial data is correct and complete, reducing the likelihood of errors during the migration.

Skipping the Review of List Items

Review and clean up your list items in QuickBooks Desktop, including customers, vendors, items, and accounts. Remove any duplicates, inactive entries, or outdated information to streamline your data before conversion. This step ensures that only relevant and accurate data gets transferred to QuickBooks Online.

Skipping this step can lead to cluttered and confusing data in your new QuickBooks Online environment. Taking the time to organize and clean up your list items will facilitate a more efficient and effective transition.

Not Understanding the Differences Between Platforms

QuickBooks Desktop and QuickBooks Online have different features, interfaces, and workflows. Failing to understand these differences can lead to confusion and inefficiencies post-conversion. Familiarize yourself with QuickBooks Online’s capabilities and limitations to ensure a seamless transition and optimal use of the platform.

Invest time in training and exploring QuickBooks Online to become comfortable with its features. Understanding the differences will help you adapt your processes and take full advantage of the online platform’s benefits.

Overlooking Custom Reports and Templates

QuickBooks Desktop and Online handle custom reports and templates differently. Custom reports and templates in QuickBooks Desktop may not transfer directly to QuickBooks Online. Before converting, identify any critical custom reports and templates and prepare to recreate them in QuickBooks Online.

Neglecting this step can result in lost time and frustration as you try to reconfigure essential reports and templates after the conversion. Planning ahead ensures that you can maintain the necessary reporting capabilities without interruption.

Failing to Seek Professional Assistance

The conversion process can be complex, especially for businesses with intricate financial data and custom configurations. Failing to seek professional assistance can lead to costly mistakes and prolonged downtime. Consult with a QuickBooks ProAdvisor or an experienced QuickBooks consultant or a QuickBooks reseller like Paygration to guide you through the process.

Professional assistance ensures that the conversion is handled correctly and efficiently, minimizing risks and ensuring data accuracy. Experts can provide valuable insights and support, making the transition smoother and more successful.

If you’re switching from Online to Desktop, then learn the things you shouldn’t do when making the switch from QuickBooks Online to QuickBooks Desktop.


For businesses looking to leverage the full benefits of QuickBooks Online, Paygration offers valuable services to ensure a seamless transition and optimal use of the platform. By partnering with Paygration, you gain access to exclusive discounts, free consultations, and ongoing support tailored to your specific business needs.

Our team of experienced QuickBooks experts handle the conversion process, ensuring that your data remains accurate and your business operations continue without disruption. Whether you need help with the initial setup, customization of reports, or ongoing troubleshooting, Paygration is here to support you every step of the way. Contact us today at 866-949-7267 or click the link below to get started.

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