Quickbooks Support

Known While Switching From QuickBooks Desktop To QuickBooks Online in QuickBooks?

Read through to find out which data doesn’t converts while you are migrating from QuickBooks Desktop to QuickBooks Online. When you have migrated to QuickBooks Online from QuickBooks Desktop, there are few things that you should be familiar with. You may find out that transactions are missing, or reports are different and don’t match. We’ll help you to know that what change you may find out after converting to QuickBooks Online and what you can expect. Check out the guide to switch from QuickBooks Desktop to QuickBooks Online for more.

How your books convert from QuickBooks Desktop to QuickBooks Online


  • Assemblies will convert as Bundles for sales transactions in the Products and Services list.
  • All elements of assemblies convert for purchase transactions.
  • Each item of the assembly appears on a detail line when you view the transactions.
  • Zero amount lines are at the start and end of where the group item was. You can see which items was part of the group.
  • Group names are depicted by the top line whereas; bottom line shows the group description.
  • Group total will be shown on the last line of the invoice in the Description field.


Attachments from QuickBooks Desktop won’t convert to QuickBooks Online.

 Audit trail

  • QuickBooks Online won’t support the audit trail in QuickBooks Desktop.
  • QuickBooks Online has its own Audit log. Details of every transaction and the users who open your books are backed by the Audit log of QuickBooks Online.

 Bills and bill payments

  • The “Bill received” preference doesn’t convert to QuickBooks Online.
  • A bill discount in QuickBooks Desktop converts to a Vendor credit in QuickBooks Online.
  • The address on bill payment checks is replaced by the Vendor address on your Vendor list.


  • QuickBooks Online only supports the budgets that include Profit and Loss.
  • Budgets feature is only available in QuickBooks Online Plus and Advanced.

 Chart of accounts

  • Notes and Bank account numbers and won’t be converted to QuickBooks Online.
  • QuickBooks Online has an additional level of account type called Detail type.
  • A Detail type will be assigned to accounts like Undeposited Funds. A generic detail type will be assigned automatically. This can be changed by you if you like after you convert.

 Closing date password

The closing dates in QuickBooks Desktop will convert, but the password will not.

 Credit card charges


  • Expenses in QuickBooks Online are the conversion of Credit card charges in QuickBooks Desktop.
  • Bill payments made by credit card convert to bill payments in QuickBooks Online.

 Custom fields on lists

Custom fields from QuickBooks Desktop don’t convert to QuickBooks Online.

 Customers and jobs

  • Sub-customers are the conversion of your jobs.
  • The entire Ship to address will be placed in the main address field, leaving the City, State/Province, ZIP code, and Country blank.

Following mentions the item that will convert to QuickBooks Online

  • Customer
  • Company Name
  • /Ms.
  • First Name
  • I.
  • Last Name
  • Phone
  • FAX
  • Alt Ph.
  • E-Mail
  • Terms
  • Bill to Address (except Note)
  • Ship To Address (except Note)
  • Tax code/item
  • Preferred Payment Method
  • Note (up to 4000 characters)

Following mention the items that won’t convert to QuickBooks Online

  • Inactive status (this status remains as long as there are no unbilled charges imported)
  • Contact
  • Contact
  • Customer Type
  • Rep
  • Price Level
  • Custom Fields
  • Account
  • Credit Limit
  • Job Status
  • Start Date
  • Projected End
  • End Date
  • Job Description
  • Job Type
  • Credit Card Information


  • Discounts for premature payments are converted to credit memos and are applied to a customer’s outstanding balance.
  • Discounts taken from vendors for premature payment of bills will get converted as vendor credits and are applied to a vendor’s outstanding balance.


Attachments and Documents don’t convert to QuickBooks Online.


  • QuickBooks Online will support the conversion of your estimates from QuickBooks Desktop.
  • Estimates that are active are marked as “Closed.”
  • Estimates that are inactive are marked as “Rejected.”
  • Estimates used for progress invoicing won’t link to the invoices you created in Desktop.

 Finance charges

  • Existing finance charge invoices gets converted to invoices in QuickBooks Online.
  • You can run an open invoice report to see which customers are overdue. Manually add finance charges to appear on the customer’s next invoice.

 Inactive items on lists

  • If there’s no balance tied to a name, it will convert as inactive (deleted).
  • Inactive accounts, customers, or vendors convert. If they have an open balance, they become active. You need QuickBooks Online Plus and Advanced to convert inactive names.

Item receipts

Item receipts are converted to Bills.


  • Inventory is only available in QuickBooks Online Plus and Advanced. First-in-First-out (FIFO) is the accrual method.
  • When you import inventory to QuickBooks Online, it will ask you to choose a date. It uses the date to recalculate your inventory based on First-In, First-Out calculations.
  • Inventory Assemblies are only available in QuickBooks Desktop. These are called Bundles in QuickBooks Online. A bundle is a collection of products and services you sell together. You use them if you don’t need to transfer and track the finished products before they’re sold.


Some invoice features in QuickBooks Desktop aren’t supported by QuickBooks Online. This is how your invoice data will convert.

  • Logos will convert
  • PO No will convert to Custom Field 1
  • Sales Rep will convert to a Custom Field
  • Subtotals don’t convert but are included in the Description field.
  • Progresses Invoices (invoices based on estimates) and their extra fields are don’t convert.
  • Other and Other Customer custom fields.

 Journal entries

  • Billable statuses don’t convert. You can’t make a journal entry billable in QuickBooks Online.
  • You may see some transactions like checks and invoices convert as journal entries. This only happens if there’s a complication with recreating the original transaction.

 Layout customization (sales from templates)

  • Your logos will convert
  • Custom sales templates will not convert.

 Memorized reports

  • Your memorized reports in QuickBooks Desktop won’t convert.
  • QuickBooks Online does allow you to memorize reports. However, you’ll need to recreate the reports and memorize them again.


  • Transactions that have 3 different types of currency won’t be converted to QuickBooks Online.
  • Multicurrency preferences will import to QuickBooks Online.
  • Multicurrency feature is only available in QuickBooks Online Plus and Advance.

 Online banking

  • Bank and credit card accounts set up for Bank Feeds in QuickBooks Desktop will lose their connections.
  • There won’t be any conversion of the Bank rules.
  • Reconnect your bank or credit card accounts t o continue downloading transactions.

 Online bill payments

  • Checks marked “To Be Sent” will convert from QuickBooks Desktop However, Their online bill payment status is not.
  • You can set up an online bill payment to pay bills electronically through QuickBooks Online.
  • Online Bill Pay is powered by our partners at Bill.com. For more details, visit Bill Pay for QuickBooks Online and Vendor ACH.

 Other names

  • Other names in QuickBooks Desktop convert as vendors.
  • QuickBooks Online doesn’t have the list for other names.


  • There isn’t any conversion of Usernames and passwords from QuickBooks Desktop.
  • QuickBooks Online requires each user to have a password.


Some payroll info doesn’t transfer because QuickBooks Desktop has more payroll features. This is how your payroll data will convert.

  • Pay checks will transfer as regular checks. Once you set up your payroll in QuickBooks Online, you can create pay checks.
  • QuickBooks Online imports the current year’s pay check information as lump sums. If it doesn’t come over, you’ll need to enter past year-to-date payroll info for each employee.
  • Employee addresses transfer but may require fixing. Addresses for states outside supported states (such as PR, AS, VI) will be left blank.
  • Date of birth converts
  • Gender converts
  • Social Security Number converts
  • Direct deposit account numbers convert
  • Bank names will convert
  • Routing numbers convert

 Payroll items

  • Transactions and payroll accounts convert. The details behind the transactions don’t convert. For example, the payroll item breakdown and employee year-to-date numbers.
  • Liability refunds, adjustment transactions, and opening balance transactions that affect accounts convert to journal entries.
  • Employee pay schedules and items convert. You might have to manually map a few so QuickBooks Online knows how to calculate them if they’re supported.

See what to do after you convert to QuickBooks Online for more info.

Pending sales

Pending transactions from your QuickBooks Desktop won’t convert to QuickBooks Online.

 Price levels

  • Price levels won’t convert to QuickBooks Online.
  • QuickBooks Online doesn’t have a way for you to automatically adjust prices of items.

 Printed mailing labels

QuickBooks Online doesn’t print mailing labels. You can create a report of the customer, vendor, or employee addresses.

You can export to Excel and use the data to print mailing labels.

 Purchase orders

  • Closed purchase orders won’t be linked to their corresponding bill.
  • Purchase orders are only a feature of QuickBooks Online Plus and Advanced.

 QuickBooks Payments

You’ll be required to unlink your Payments account from your Desktop file and reline the account to QuickBooks Online after you convert.

Receive items

Receive items in QuickBooks Desktop convert as bills.


Your past reconciliation reports don’t convert to QuickBooks Online. All reconciled transactions in the register will have an “R” in the cleared column in QuickBooks Online.

 Recurring transactions

  • QuickBooks Online Simple Start doesn’t support recurring transaction templates. To avoid conversion errors, you’ll have to delete all recurring transactions and templates in QuickBooks Desktop before you import to Simple Start.
  • QuickBooks Online Plus, Advanced, and Essentials support recurring transactions.

 Reimbursable expenses

  • Reimbursable expenses and time that hasn’t been billed will convert as billable expenses in QuickBooks Online.
  • QuickBooks Online has “billable expenses,” which are similar to reimbursable expenses in QuickBooks Desktop.
  • In QuickBooks Online, you specify the mark-up percentage when you create the purchase instead of the invoice.


Reminders won’t convert to QuickBooks Online.


QuickBooks Online doesn’t have the same reports as QuickBooks Desktop.

Accrual basis reports in QuickBooks Online will match your reports in QuickBooks Desktop. There may or may not be for Cash basis reports.

 Sales tax

You’ll see at least two sales tax payable accounts on the Chart of Accounts.

  • One for each Sales Tax Payable account from QuickBooks Desktop.
  • One for each Sales Tax Agency Payable account in QuickBooks Online (set up automatically for each jurisdiction when you convert).

 Shortcut list

  • Your shortcut list and icon bar settings from QuickBooks Desktop won’t convert to QuickBooks Online.
  • QuickBooks Online has its own keystroke shortcuts. In any window, hold Ctrl+Alt+? Or (Ctrl+Option+? on Mac) to see the shortcut menu.


  • In QuickBooks Desktop, a job doesn’t support its own terms. The terms are inherited from its parent.
  • In QuickBooks Online, the equivalent to a job (a “sub-customer”) can have terms. Terms can later be edited to make them different from those of the parent.
  • QuickBooks Online has a terms feature that is very similar to the terms feature in QuickBooks Desktop. The terms automatically calculate the due date from the transaction date.
  • QuickBooks Online doesn’t have an associated feature to assess finance charges associated with the terms you assign.
  • Discounts for early payments can be specified in terms, but the discount amount isn’t automatically calculated.

 Types: Customers, vendors, and jobs

If you have types in your QuickBooks Desktop data file, the lists of types won’t convert.

 To do list

  • To do notes don’t convert to QuickBooks Online.
  • There’s isn’t a way to define a task or To Do in QuickBooks Online.

 Users and permissions

Existing users don’t automatically have access to QuickBooks Online. They need to be invited from QuickBooks Online to gain access.


All the vendors in your QuickBooks Desktop data file will convert to QuickBooks Online.

Things that will be converted to QuickBooks Online

  • Vendor
  • Company Name
  • /Ms.
  • First Name
  • I.
  • Last Name
  • Phone
  • FAX
  • E-Mail
  • Terms
  • Print on Check as
  • Address
  • Account Tax
  • 1099 ID

Things that won’t be converted to QuickBooks Online

  • Contact
  • Contact
  • Note
  • Status
  • Vendor Type
  • Credit Limit
  • Custom Fields
  • Contact
  • Alt Ph.

Write letters

QuickBooks Online doesn’t supports customized letters.

Yet, are you confronting any issues in performing the steps mentioned above or the means don’t appear to be clear for you at that point contact our QuickBooks Customer Support Phone Number USA agent or you may even send us an email at support@quickbookssupport.net

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