If some of your data didn't come over from QuickBooks Desktop, this guide can help you understand if it simply is not supported, or why it changed. If you find something that is not on this list, but is not being imported, please leave feedback on the article so we can get it added.
Tip: If you only want to see a condensed table of the most used features that are not imported, see What's not imported when you move from desktop to QuickBooks Online?
This article provides the information on limitations only for the latest version of QuickBooks Desktop 2015 and newer.
How to search this document:
Open your browser's "Find" function using Ctrl+F (Windows) or Cmd+F (Mac), or from your browser's menu. Then, enter keywords related to your missing data type to see if they're included in our list of import limitations (Examples of keywords include: reconcile, online bill payment, and estimate.). If so, read the explanation to see if it answers your question.
- The bank account number (if any) and notes (if any) are not converted.
- QuickBooks Online has an additional level of account typing, called the "detail type." For example, expense accounts can have a number of detail types, such as Advertising, Supplies and Materials, Legal Fees, and so on.
- For accounts where the detail type is obvious (for example, Undeposited Funds), the conversion process assigns that detail type. For accounts where it isn't clear what the detail type should be (the majority of accounts are like this), the conversion process assigns a generic detail type within the type, such as Other Miscellaneous Income which can be edited later.
- Run the Account Listing report (Reports/All Reports/Accountant Reports) post conversion to review the Detail Types assigned. Drilling into the report brings you to the edit account window where you can update the Detail type.
- The audit trail in QuickBooks Desktop is not converted to QuickBooks Online.
- QuickBooks Online has its own automatic Audit Log with a detailed audit trail of every transaction that is added or changed, and the log in/out of users accessing the file.
- Item receipts are converted to Bills. The Bill Received check box doesn't convert.
- The discount applied to a bill in QuickBooks Desktop is converted as a Vendor Credit. The address on the bill payment check is replaced by Vendor address in Vendor list.
- Only Profit & Loss budget types convert to QuickBooks Online since those are the only types that are currently supported.
- Your QuickBooks Desktop closing date is converted. The password is not.
- After conversion the Exceptions to Closing Date report in QuickBooks Online will no longer show the exceptions that you had accumulated. Instead, new exceptions will be tracked in QuickBooks Online, beginning on the date that you convert your company file.
Credit card charges
- All credit card charges in your QuickBooks Desktop data file are converted to QuickBooks Online. The new QuickBooks Online has no specific “Credit Card Charge” transaction, so instead they are converted to "Expense."
- Credit card credits are converted to Credit Card Credits.
- Bill payments made by credit card are converted to bill payments.
Custom fields on lists
- QuickBooks Online currently does not support custom fields on customers, vendors, employees, or items. -Only on sales forms & transactions themselves, with a total limit of 3 custom fields.
- Note: "Sales Rep" converts to a customer field on sales forms.
Customers and jobs
All of your customers in QuickBooks Desktop are converted to QuickBooks Online. Your jobs are converted to "sub-customers." However, not all of the customer detail and job information is converted. See the chart below for conversion details.
Customer & Job Information that is not converted
*The Ship To Address converts, but not perfectly. The entire address will be placed in the main address field, leaving City, State, Zip Code, and Country blank.
- Although a terms definition can specify the discount to be given in the event of early payment for Invoices, QuickBooks Online doesn't automatically calculate discounts when payment is received.
- When converting your QuickBooks Desktop data, discounts already given to customers for early payment of invoices are converted as credit memos, applied to the customer's outstanding balance.
- Discounts taken from vendors for early payment of bills are converted as vendor credits, applied to the vendor's outstanding balance.
- Any documents listed under the Company menu will not transfer over.
- We recommend saving these elsewhere so you'll have access to them after you convert.
- Attachments on transactions are not converted.
- Your existing finance charge invoices are converted to invoices in QuickBooks Online with no data loss.
- QuickBooks Online currently doesn't have an automatic way to assess finance charges for late customer payments. You can run a report to see which customers are overdue and manually add finance charges that will appear on the customers' next invoices.
To assess the finance charge after importing, create an invoice using the finance charge item. Based on the overdue report, manually enter the amount due for the late penalty charges as a line item on the invoice.
- QuickBooks Online currently doesn't have group items. If you have group items in your QuickBooks Desktop data file, they are not converted to the products & services list.
- For your transactions where group items exist, all components of the groups items are maintained in the transactions in QuickBooks Online in the following way:
- Each item of the group 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 so you can see which items were part of the group.
- The top line shows the group name, and the bottom line shows the group description.
- Group total will show on last line of invoice in Description field.
Inactive elements on lists
- If you have accounts, customers or vendors marked as inactive in your QuickBooks Desktop data file that have an open balance, they are converted to QuickBooks Online Plus as regular, "active" elements.
- If there is no balance tied to those names, they will convert as inactive (deleted).
- You can't export inventory from QuickBooks for Mac. Only QuickBooks Desktop for Windows can export inventory to QuickBooks Online.
- QuickBooks Online Plus tracks inventory using the First-in-First-out (FIFO) method in accrual only.
- When you select the option to import inventory it will ask you to choose a date, which we will use to recalculate your inventory based on FIFO calculations.
- We will bring over your current item quantities, item accounts and details, and you will not need to do any work to your inventory after importing.
- Inventory items need to be mapped correctly to import successfully. See Known issues with Importing Desktop Inventory Data to QuickBooks Online.
- Because there are some features in QuickBooks Desktop that aren't available in QuickBooks Online, the following invoice data is "translated" when it is converted:
- PO No. is translated to Custom Field 1
- Sales Rep initials are translated to Custom Field.
- Subtotals do not calculate, but are included in the Description field for that line on the invoice.
- Group items have zero amount start and end lines showing the group item name and description, respectively. There is also a Group Total line in the last line of the invoice
- Progress Invoices (invoices based on estimates) and their extra fields are not converted, including: Est Qty, Est Rate, Est Amt, Prior Qty, Prior Avg Qty, Prior Avg Rate, Rate, Prior Amt, Prior %, Curr %, and Total %.
These things on invoices aren't converted:
Options & Others
Customer custom fields
Item custom fields
Sales Form Template
Logo (but you can add your logo after conversion)
Long text disclaimer
- The only piece of information that isn't converted is a journal entry's billable status; you can't make a journal entry billable in QuickBooks Online.
- In rare instances, transactions (such as checks or invoices) in your QuickBooks Desktop data file are converted into general journal transactions. This translation occurs only if QuickBooks Online cannot recreate the original transaction. An example would be a check that uses an income account instead of a bank account as its source account.
Layout customization (sales form templates)
- If you are interested in creating a 100% custom template in QuickBooks Online, see How to Import Template Styles from Word for more details.
- QuickBooks Online allows you to memorize reports, but none of the reports you memorized in QuickBooks Desktop are converted. You will need to recreate the reports in QuickBooks Online and memorize them again.
Merchant account service
- To transfer your existing QuickBooks Merchant Service account to QuickBooks Online, please view Unlinking/linking my merchant account
- Multi currency will import into QuickBooks Online, however there are certain ways that transactions can be created in QuickBooks Desktop that are not supported by QuickBooks Online.
- Transactions with 3 different currency types involved will not convert to QuickBooks Online at this time.
- Example: Let's say your home currency is USD. If you create an invoice that bills a Canadian dollar customer, and have a line item on the invoice that is setup to calculate EUR (Euros), this transaction will not convert.
- You may have to create a new item/customer/account so that the transaction can be recreated in QuickBooks Online.
- You may also see penny rounding differences on transactions that are calculating multicurrency.
- Some currency types are unsupported, please reference our Known Issues with Importing Desktop Multicurrency Data to QuickBooks Online.
- Checks marked "To be Sent" are converted, but their online bill payment status is not converted.
- QuickBooks Online now supports online bill payment allowing you to pay bills electronically through QuickBooks Online.
- QuickBooks Online currently doesn't have an Other Names list.
- All of the "other" names in your QuickBooks Desktop data file are converted to vendors in QuickBooks Online.
- QuickBooks Online requires each user who has access to a company to provide a password when logging in.
- User names and passwords from Quickbooks Desktop do not convert.
- You'll need to fill out an interview to complete setup after importing (company contributions, tax info, etc.) before you'll be able to create paychecks. In most cases we will automatically import this for you, but if it does not come over, you will need to enter past payroll totals (YTD Payroll information) for each employee.
- Since Desktop has more features for payroll some information may be dropped:
- Paytypes that aren't supported by Online payroll will not import.
- Invalid SSNs.
- Invalid EINs.
- Employee addresses are about the only invalid information that we'll bring over, but may require fixing after the fact.
- Addresses for states outside our supported states (such as, PR, AS, VI) will be dropped.
- Transactions and payroll accounts are converted in order to balance your books, but details behind the transactions (such as payroll item breakdown and employee year-to-date numbers) do not convert. Your payroll history will need to be completed after importing and is part of the Payroll setup flow.
- Paychecks and liability payments convert as regular checks. These checks do not convert to the QuickBooks Online Payroll module. But, during QuickBooks Online Payroll setup, you will have opportunity to enter YTD amounts for accurate tax reporting.
- Liability refunds, adjustment transactions, and opening balance transactions that affect accounts convert to journal entries.
- QuickBooks Online currently doesn't have a way to mark a sale as pending.
- No pending transactions from your QuickBooks Desktop data file are converted to QuickBooks Online.
- QuickBooks Online Essentials and Plus have the Delayed Charge form, which is a non-posting sales transaction.
- QuickBooks Online currently doesn't have a way for you to automatically adjust prices of items (which are called "products and services" in QuickBooks Online).
- If you have price levels defined in your QuickBooks Desktop data file, they are not converted to QuickBooks Online.
Print mailing labels
- QuickBooks Online currently doesn't print mailing labels.
- You can create a report of customer, vendor, or employee addresses, copy the report to Excel, and use the data to print mailing labels from Excel.
- QuickBooks Online currently doesn't support progress invoicing.
- Imported Purchase Orders that are closed will not be linked to their corresponding Bill.
- All the ways you can receive items in QuickBooks Desktop (Receive Item & Enter Bill, Receive Item, and Enter Bill for Received Items) are converted as bills. See bills and bill payments for details.
- Your past reconciliation reports are not converted to QuickBooks Online, however all reconciled transactions in register will have an “R” in the cleared column in register in QuickBooks Online.
- QuickBooks Online Plus supports recurring templates so if you import to anything other than a Plus account you will not be able to see your recurring transactions. However, the data is still imported so once you upgrade to Plus you should see your recurring transactions.
- QuickBooks Online Simple Start does not support recurring transaction templates. Delete all recurring transactions and templates from within Quickbooks Desktop before importing into QuickBooks Online Simple Start to avoid errors after importing.
- QuickBooks Online has "billable expenses," which are similar to reimbursable expenses in QuickBooks Desktop. However, in QuickBooks Online, you specify the markup percentage when creating the purchase instead of when creating an invoice.
- Reimbursable expenses and time that have not yet been billed in QuickBooks Desktop will be converted as billable expenses in QuickBooks Online.
- Reminders do not convert to QuickBooks Online.
- QuickBooks Online doesn't have all the reports that QuickBooks Desktop does, and some of the similar reports are slightly different.
- Although your Accrual Basis reports will match in both products, your Cash Basis reports may not match. This is because cash basis calculations are somewhat subjective, and there are several differences in how the two products calculate what is considered paid.
- An example is the use of negative lines on invoices. Suppose you have a service income line of $1000 and a discount of $ -100 and no payments:
- In QuickBooks Online, your cash basis P&L report will show $100 of income and $ -100 of discount.
- In QuickBooks Desktop, no portion of an unpaid invoice shows in any cash basis P&L report.
- Similarly, as payments are received:
- QuickBooks Desktop prorates the amount of the discount that shows in the P&L.
- QuickBooks Online continues to show the entire amount.
- Your accrual reports are unaffected by this change.
- QuickBooks Online doesn't have all the report customization options that QuickBooks Desktop does.
- QuickBooks Online does allow extensive filtering and supports exporting a report to Excel for further filtering if necessary.
- You can save your customizations (like memorizing a QuickBooks Desktop report) and schedule the report to be auto sent from QuickBooks Online.
Sales rep (converts as a custom field)
- Any Sales rep names or initials you recorded in transactions in your QuickBooks Desktop file are maintained in the transactions in QuickBooks Online as a custom field.
- You can continue to assign sales rep information on sales transactions in QuickBooks Online and filter reports by sales rep as needed.
- However, when assigning sales reps to sales transactions, you'll need to enter the name as opposed to selecting it from a predefined dropwdown list.
- After the conversion, there will be at least two sales tax payable accounts on the Chart of Accounts: one for each old Sales Tax Payable account from QuickBooks Desktop and one for each Sales Tax Agency Payable account in the new QuickBooks Online (set up automatically for each jurisdiction during the conversion). Moving forward, QuickBooks Online will only use the new Sales Tax Agency Payable account, and all sales tax will be managed from the Sales Tax Center.
- Sales tax payments will post as regular checks.
- Sales tax adjustments will post as journal entries.
- Ship Via is converted, but when recording Ship Via information on transactions, you'll need to enter the shipping method manually as opposed to selecting from a predefined list.
- Your shortcut list and icon bar settings from QuickBooks Desktop are not converted to QuickBooks Online.
- QuickBooks Online does have its own keystroke shortcuts, on any window, hold "Ctrl+Alt+?" to see the shortcut menu.
- QuickBooks Online currently doesn't export information to TurboTax or other tax preparation programs.
- It also doesn't support tax line mapping in the Chart of Accounts.
- However, QuickBooks Online has an additional level of account types, called "detail types." They may help you make tax line assignments to accounts when tax support is available.
- That being said, when a QuickBooks Online file is accessed via QuickBooks for Accountants, there is a Book to Tax feature, which integrates with Intuit Tax Online.
- 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.
- However, QuickBooks Online doesn't have an associated feature to assess finance charges associated with the terms you assign. Also, discounts for early payments can be specified in terms, but the discount amount isn't automatically calculated. For example, if a customer pays early enough to qualify for a discount; you'll need to edit the invoice yourself to add the discount.
- Terms are imported without change with the following additional exceptions:
- In QuickBooks Desktop, a job can't have its own terms; it inherits its terms from its parent customer. In QuickBooks Online, the equivalent to a job (a "sub-customer") can have terms, so you can edit the terms later to make them different from those of the parent customer.
Type: customer, vendor, job
- QuickBooks Online currently doesn't have a way to categorize customers, vendors, or jobs with types the way you can with QuickBooks Desktop.
- If you have types in your QuickBooks Desktop data file, the lists of types aren't converted to QuickBooks Online. Also, when customers, vendors, and jobs are converted, their type is not converted.
To Do list
- Your QuickBooks Desktop To Do notes aren't converted to QuickBooks Online.
- Currently, there is no way to define a task or to do in QuickBooks Online.
Users & permissions
- Existing users do not automatically have access to QuickBooks Online, instead they will need to be re-invited from QuickBooks Online to gain access.
- QuickBooks Online has access permissions that limit the user's ability to see and use different parts of the application but they don't allow you to control access at the level of transactions like QuickBooks Desktop could.
- All the vendors in your QuickBooks Desktop data file are converted to QuickBooks Online but not all of their detail/information converts.
- QuickBooks Online currently doesn't have an automated way to use your data to generate customized letters.