QuickBooks Desktop had a good run. But like paper cheques and fax machines, its time has come. Intuit has officially started winding down support for Desktop, which means if you’re still clinging to Desktop, it’s time to have the talk.
Should you switch to QuickBooks Online? Probably. But only if you do it properly, and for the right reasons.
Converting your bookkeeping software isn’t just a “click here to upgrade” situation. It’s a full-on process with real consequences if you rush it. Here’s everything you need to know before, during, and after the switch—without losing your data (or your patience).
Why Make the Switch to QuickBooks Online?
What to Know Before You Convert
The Step-by-Step Conversion Process
Step 2: Set Up Your QuickBooks Online Account
Step 3: Use the Built-In Conversion Tool
Step 5: Finalize Your Setup in QBO
After the Switch: Fixes and Follow-Up
Make the Move (and Make It Count)
Why Make the Switch to QuickBooks Online?
Let’s call a ledger a ledger: QuickBooks Desktop is on its way out. There won’t be any more updates, bug fixes, or security patches. And eventually, your system will stop playing nicely with the rest of your business tools.
So what does QuickBooks Online offer in its place?
- Access from anywhere, anytime (even from the coffee shop Wi-Fi you probably shouldn’t trust)
- Real-time syncing with your bookkeeper, accountant, or the one person in your office who actually understands GST
- Automatic backups, because nobody has time for corrupted files
- App integrations galore (payroll, payment processors, time tracking, you name it)
That said, QBO isn’t a magic wand. If you rely on advanced inventory tracking or job costing, you’ll want to double-check that your features will still be available, or start shopping around for the best alternative.
What to Know Before You Convert
Not everything in your Desktop file is invited to the QBO party. Here’s what won’t make the cut:
- Custom reports
- Recurring transactions
- Attachments (like invoices or receipts)
- Some payroll and inventory details, depending on your setup
And if your books are a little… chaotic? QBO will bring that chaos right along with it.
That’s why we recommend doing a little bookkeeping spring cleaning before making the jump. Reconcile your accounts. Archive what you don’t need. Delete duplicate vendors named “Cash.”
It’s also important to pick the right QBO subscription tier. Essentials is fine for many small businesses, but if you need features like inventory tracking, you’re looking at Plus or Advanced.
The Step-by-Step Conversion Process
This is where the spreadsheets meet the cloud.
Step 1: Prep Your File
Update your QuickBooks Desktop to the latest version. Reconcile all accounts.Back up your file (yes, even if you think nothing will go wrong).
Clean out old customers, vendors, and items you no longer use. Think of it as decluttering your financial closet.
Step 2: Set Up Your QuickBooks Online Account
Sign up for a QBO account. Make sure you’ve chosen the right subscription level for your needs.
Check that it’s set up for Canada, so your GST/HST settings don’t get weird.
Step 3: Use the Built-In Conversion Tool
In QuickBooks Desktop, go to Company > Export Company File to QuickBooks Online to launch the built-in export tool.
You’ll be prompted to log in to your QBO account. Follow the steps—it’s more “guided wizard” than “tax season stress.”
You’ll be asked if you want to bring over inventory quantities (this affects your opening balance). Choose carefully—if your inventory values aren’t accurate in Desktop, QBO will carry those errors over, which can throw off your books from day one.
Step 4: Review Your Data
Once the import finishes, don’t just assume everything worked. Run your Profit & Loss and Balance Sheet in both Desktop and QBO for the same date range and compare.
Then take a lap through your customer list, vendor list, chart of accounts, and inventory. If anything looks off, fix it now, not three months from now during your GST filing.
Step 5: Finalize Your Setup in QBO
Reconnect your bank feeds (and yes, re-enter all those banking logins). Rebuild your recurring transactions, because QBO won’t do that for you. Adjust user permissions for anyone else on your team.
Set up your sales tax settings, reconnect any integrations, and take a moment to admire your very modern-looking dashboard (ooh la la!).
After the Switch: Fixes and Follow-Up
Like any software move, the conversion can come with a few bumps. Here are the most common ones and what to do about them:
- Inventory values look off: This is normal. You may need to adjust them manually with a journal entry.
- Opening balances don’t match: You likely picked the wrong start date or skipped a step. It happens.
- Old accounts show up again: QBO loves to resurface inactive accounts. Just re-hide them—no harm done.
- Missing attachments, custom templates, or recurring invoices: Unfortunately, QBO doesn’t carry those over. Time to re-upload or rebuild.
Not loving the idea of spending your weekend on file cleanup? You’re not alone. That’s where a QBO ProAdvisor comes in (hello!). We can handle the prep, the conversion, and the post-move tidy-up, so you don’t have to play IT support and bookkeeper at the same time.
And bonus: a clean conversion is a great excuse to start fresh. Want to automate more of your bookkeeping? Now’s the time. Want better cash flow visibility? QBO can help. It’s not just a switch, it’s an upgrade to how you manage your entire business.
Make the Move (and Make It Count)
If you’re ready to switch—or want help figuring out if QBO is the right fit—AIS Solutions is here.
Book a call with our team and make the move with confidence (and zero missing transactions).
Welcome to AIS Solutions. We’re a Canadian bookkeeping and cloud accounting firm with expertise in virtual bookkeeping, bookkeeping for ecommerce, SaaS companies, landscapers, and contractors.
We help business owners make good financial decisions by providing accurate real-time numbers.
We also specialize in QuickBooks training.
- If you enjoyed this article, you might also like ‘Should You Switch to QuickBooks Online? A Bookkeeper’s Perspective’
- If you’re a business owner interested in learning more about our bookkeeping services, we’d love to chat with you. Click here to arrange a time for us to meet.
- If you’re interested in QuickBooks training, head over here.
