Migrating your QuickBooks data from one system to another doesn’t have to be stressful or time-consuming. That’s exactly why Intuit developed the QuickBooks Migration Tool—a free, user-friendly solution that helps you move your data efficiently without needing IT support.
This tool makes data transfers faster, safer, and hassle-free, helping you cut down the time and effort usually spent on manual migration. Best of all? It’s completely free and easy to set up within your existing QuickBooks software.
Before getting started, make sure you’re using a compatible web browser, as the Migration Tool is browser-based.
Before setting things up, ensure your system meets the following prerequisites:
Stable internet connection
Device compatible with QuickBooks and its migration tool
.NET Framework installed
Microsoft Visual C++ Redistributable package
2.5 GB of available disk space
4 GB RAM for single-user mode (8 GB for multi-user setups)
Minimum 2.4 GHz processor
Make sure all these are in place to avoid interruptions during setup.
Once your system is ready, follow these simple steps to install and start using the QuickBooks Migration Tool:
Launch QuickBooks on your system.
Log in using your QuickBooks ID and password.
Allow QuickBooks to access and copy data from your system.
Search for “Migration Tool” within QuickBooks or your system.
Open the tool—you’ll be prompted to enter a password to secure the transfer.
Click on “Run the Tool.”
The tool will begin copying and transferring your files automatically.
That’s it! Your data will be safely transferred to the new system. You can use the tool again anytime you need to migrate your files.
Here is the list of files and data that you can and can not transfer to the new system:
| Can be transferred | Can’t be transferred |
|---|---|
| Recent company files | Intuit data protect |
| Spelling checker | Back up files |
| Finance statement designer | Finance statement designer Synchronizing payment and payroll |
| The settings of the printer | Configuration of multi-user mode |
| Advance reports | |
| Statement writer | |
| Business planner | |
| Cash flow projector | |
| Loan manager |
When migrating from QuickBooks Desktop to QuickBooks Online, it’s important to understand that not all data behaves the same. Some information transfers smoothly, while others might need manual adjustments or won’t migrate at all.
Here’s how different types of data respond during the migration:
QuickBooks Online introduces a “detail type” field in the Chart of Accounts. While the overall structure migrates, bank numbers and specific data fields must be manually re-entered after the transfer.
These migrate as expense transactions in QuickBooks Online and may require reconciliation post-transfer.
Active estimates migrate and remain usable.
Inactive estimates are not carried over and will be dropped.
Inventory items transfer, but QuickBooks Online uses the FIFO (First-In, First-Out) method for tracking. This feature is only available in the QuickBooks Online Plus plan and higher.
All journal entries migrate as expected without the need for re-entry.
Basic details may migrate, but payment history and deeper vendor data do not transfer to the online version.
QuickBooks Desktop’s audit trail doesn’t migrate. Instead, QuickBooks Online provides its own Audit Log, which starts fresh post-migration.
To ensure a smooth transition, follow these important steps before starting the migration process:
Make sure your desktop software is up-to-date:
Open QuickBooks and sign in.
Navigate to the Help menu.
Click Update QuickBooks Desktop.
Select Update Now, then restart your software.
Purchase a QuickBooks Online subscription that fits your business needs.
Wait at least 60 days after sign-up before initiating the migration.
If your file has over 700,000 targets, export your list data manually:
Go to the Reports Menu > Report Center.
Open the desired report.
Use the Excel or Print options to save the report.
Export the data and store it locally before migrating.
To begin, you’ll need to locate and install the QuickBooks Migration Tool:
Sign in and visit:https://app.qbo.intuit.com/app/exportqbodatatoqbdt
On the Export Overview screen, click Start.
Select Download, then install the tool.
Follow the on-screen steps to complete setup.
Insert a USB flash drive.
Launch QuickBooks > File menu > Utilities.
Select Move QuickBooks to another computer.
Click I’m ready, create a secure password, and follow prompts.
Plug in the USB drive.
Open the flash drive folder.
Double-click Move_QuickBooks.bat.
Enter your password and click Let’s Go.
Wait for the tool to complete the migration.
If you prefer manual migration:
Back up company files on your old system.
Uninstall QuickBooks on the old system.
Install QuickBooks on your new system.
Restore the backup files onto your new setup.
After migration, make sure you:
Log into your Payroll and Payment Services.
Create new backups for your files.
Set up update reminders.
Enable Intuit Data Protection to secure your data.
If the standard process feels overwhelming, try this simplified method:
Choose and sign up for QuickBooks Online Essentials.
Upload all data and files.
Complete and submit the Intuit Conversion Form.
Upload a data backup.
Click Review to start the migration.
Intuit will handle the process and notify you once complete.
Schedule a consultation today to discuss your business’s financial needs and discover how we can maximize your tax savings.
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