how to convert quickbooks online to desktop

If you are looking for a reliable method to convert and transfer QuickBooks online data files to your desktop, this might seem daunting at first. Our guide will help you solve the confusion and take things smoothly. The conversion process can be complex, but with our guide it’ll be simple. Sometimes people want to switch from online to desktop software, so you can easily make the switch too! There are many things that you should keep in mind, before exporting a QuickBooks online to desktop. To get in-depth knowledge, make sure to continue reading this post.

If you’re planning to shift from Convert QuickBooks Online to Desktop, then all you need to do is import the data into the desktop based software. Undoubtedly, QuickBooks Desktop packs more features but sacrifices on accessibility. However, if your decision is final, then you can follow the steps mentioned in this article to import your data from QuickBooks Online to QuickBooks Desktop.

Read More: How to Convert QuickBooks Enterprise to Pro?

To Transfer Your Accounting Data From QuickBooks Online to QuickBooks Desktop, Follow the Steps Provided Below:

Exporting from QuickBooks Online
Exporting from QuickBooks Online
  1. Log into QuickBooks Online.
  2. Click on the Gear Icon, and Select Export Data.
  3. Enter the reason and click on Continue.
  4. Click on Learn More under Moving to QuickBooks Desktop?
  5. Click on Learn More under Download Company Data.
  6. In the export overview screen, review your accounting data.
  7. Click on Get Started.
  8. Select Continue to Download from the Exporting from QuickBooks Online page.
  9. Follow on-screen instructions to export the data from QuickBooks online.

Important Conversion Information Before Carrying Out the Steps

Before you transfer QuickBooks desktop data to QuickBooks online, there are a few points that you will want to consider, including what happens when you do.

  • Make sure that you’re using the most recent version of Internet Explorer (10 or higher) so that you can convert the webpage.
  • If you are using QuickBooks, the desktop software must be the 2004 edition or later. It is not possible to convert your software to versions older than this.
  • Make sure your QuickBooks desktop is compatible and that you’re using a 32-bit internet explorer. Microsoft does not make 64-bit versions of the internet explorer, so it will return an error when trying to download the QuickBooks desktop app.
  • If you are not in the US, then the conversion system is limited to certain items.
  • An ActiveX component is required to carry out the conversion process. You cannot complete the process without a component.
  • If you’re using QuickBooks on a Mac, direct conversion from the desktop to the web client is not possible.
  • You should have access to at least an account with master privileges if you’re already a company administrator.

Move your QuickBooks Online file Over to the Desktop with the Following Steps.

Step 1: Set up security settings in Internet explorer

To set up Internet Explorer or Microsoft Edge, you need to carry out the steps below:

  • Right-click on the Internet Explorer icon and then click on the “run as administrator option.”
Run QuickBooks as admin
  • Select the Tools icon and then choose Internet options.
  • Choose the security and trusted sites option.
  • To proceed with this tour, you have to choose your Sites.
  • Add this website to the zone field and make sure you enter: * and *
Configure Internet Explorer in QuickBooks Desktop
  • Uncheck the “Require server verification for all sites in this zone”.
  • Close the window for trusted sites.
  • After you uncheck Enable protected mode, your device will be unlocked.
Enable protected mode is unchecked
  • Once done with that, choose the Apply button. After you do that, press on Okay.
  • Stop Internet Explorer from using Protected Mode.
  • The final step in the process is to leave internet explorer open.

Step 2: Set up QuickBooks for exporting in the desktop

  • In order to run this, you need to Right-click the QuickBooks desktop icon and select Run as admin.
  • The QuickBooks desktop is available for free download on the Quickbooks website.
  • Close your show by clicking the File option.
Close Company Screenshot
  • Now, run the QuickBooks desktop program while performing the rest of these steps.

Read More: How to Upgrade to QuickBooks 2021?

Step 3: Prepare to export QuickBooks online data

  • Open the version of QuickBooks that the company file will be converted to. It is recommended not to open No company open window and also you should avoid opening a company file yet.
  • Log into the QuickBooks Online account.
  • Now, choose the Export icon and then under the Tools tab select Gear.
Export Data Screenshot
  • “Select the Reason from the pop-up window and then hit on Continue.”
  • To move to QuickBooks desktop, you must click the option labeled Learn more.
Export Data Screen Shot
  • Choose to download company data and learn more about their business.
  • Review the Export overview. Afterwards, choose between getting started and checking out what you want to export.
  • Install ActiveX control and choose to install the control.
  • Choose to Continue after the installation is over.
  • Export the data you want and then choose Continue.
  • Follow it up by reviewing the limitations of the data and exporting. Afterward, click on Continue.
  • Next, enter all your contact information and click the Continue option.

Step 4: Finish Exporting The Data

To start with QuickBooks online, follow these steps so you can get back to the export page.

  • Navigate to the Setttng tab in QuickBooks Online and select Export data.
  • Follow the steps to export QuickBooks online data.
  • To export from QBO, first choose the Continue tab.

Now you can switch to QuickBooks desktop.

  • Ensure that you close the window if there was a company open. If they don’t close it, then click the Close company option to stop it from opening again.
  • Choose the preferred option and then choose the Continue option.
  • Followed by downloading an app.
  • Select a location to save your file.
Convert QuickBooks online to desktop
  • You’ll then see a pop up window that asks where you would like to save your file before telling you what to do.
  • After you finish applying to a certificate, you’ll be prompted to proceed.
  • Select “Continue” and then select “Done.”
Convert QuickBooks online to desktop
  • Run an incomplete or invalid reports.

Note: We will send an email with instructions to complete the export conversion process. We have already prepared the data and all you have to do is download it, so you will know when it’s ready.

Some data types aren’t included in the exported file. However, all of the essential accounting data will be present in the exported company file. You can launch QuickBooks desktop and open the new company file in it.

Read More: How to Convert Company File to Latest Version in QuickBooks?


We hope that the information shared worked for you in converting QuickBooks online data file to QuickBooks desktop. It wasn’t easy, but we did it with good results. If you still can’t convert it or faced difficulty in exporting qbo files to desktop, then you might want to contact a professional.

To know more, you can get in touch with our experts at our LIVE CHAT.

Frequently Asked Questions

  1. I Get an Error While Trying to Update QuickBooks Desktop. How do I resolve this error?

    You can download the update files from Intuit’s website and then install it on your system. This way, you can bypass any errors related to the accounting software.

  2. Do I need to upgrade the company file?

    No. The software will automatically do that for you. You can open the company file directly through QuickBooks Desktop.

  3. How to Export QuickBooks Online to Desktop for Mac?

    1. First create a QuickBooks Desktop for Windows file by converting the QuickBooks Online data.
    2. You can export your files from QuickBooks Online to QuickBooks Desktop for Windows.
    3. The QuickBooks Desktop for Windows company file needs to be open.
    4. Lists can be resorted if necessary.
    5. Perform a data verification. It identifies most known issues within files and informs users whether they need to use the Rebuild Data tool afterwards.
    6. You can copy an entire company file for QuickBooks Desktop for Mac by going to File, Utilities, and then Copy Company File. In QuickBooks Desktop for Mac, the MAC.qbb file can be imported.
    7. Choose a location where you want to save the file. You should also make a copy of your backup.
    8. Data can be restored in QuickBooks Desktop for Mac.
    9. Open your No Company Open window and click Browse.
    10. Open the file you want to open.
    11. It is recommended that you move the QuickBooks Desktop for Windows company file you have to an area on the computer you are working on if it is located on an external drive.
    12. The data is protected in this way.
    13. After the QuickBooks Desktop for Windows file restoration prompt appears, click OK.
    14. Select Save and give your restored file a name.

  4. I want to export & convert data from QuickBooks Online to QuickBooks Desktop, how can i do that. It seems its grayed out.

    Here are the steps:
    1. Open QuickBooks Online, Prepare to export window. Select Continue.
    2. Select the information you want to export. You have the option of exporting entire data, including transactions, or simply the list and balances. Continue is the option.
    3. Select Learn about the restrictions of converting data for QuickBooks Desktop and choose Continue to learn about the constraints that may affect your migration.
    4. Add the Name & email Ids you want the migration confirmation email sent to and select Continue.
    5. To return to your QuickBooks Online file, select Close on the email confirmation screen. Wait for your confirmation email. It’s possible that the email will take some time. It depends on how much data you’re migrating.
    6. You’ll need to return to QuickBooks Online’s export screen. To return to the export page, repeat the procedures from Step 2 and then select Get Started.
    7. Select Continue on the Prepare to export page.
    8. Choose the same option as before on the Select your data screen and click Continue.
    9. Select the QBXML file to be downloaded. If QuickBooks asks you to save the file, choose a convenient location, such as your desktop, and then click Continue.
    10. Make sure you’re on the No Company Open screen in QuickBooks Desktop.

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