How to Export and Convert QuickBooks Online Data Files to Desktop?

By the XpertBooks Pro support team · Last updated: October 2026

Are you a QuickBooks user looking for a way to convert and transfer your QuickBooks Online data files to QuickBooks Desktop? This is possible, but the process involves several steps that can confuse new users. To clear the confusion, we have prepared an in-depth guide that will help you move your data with ease. There can be many reasons for switching from QuickBooks Online to Desktop, and sometimes the switch becomes necessary.

Before we begin, here is the most important thing to know: the old Internet Explorer and ActiveX based export no longer exists. The current, supported process runs in any modern browser (Chrome, Edge, or Firefox) using QuickBooks' built-in export and migration tool. If you would rather not carry out the process on your own, you can call our accounting experts — our team will help you export your QuickBooks Online data to Desktop with ease.

Points to Remember Before Carrying Out the Conversion Steps

Before you convert QuickBooks Online data to QuickBooks Desktop, keep the following points in mind:

• Install a supported edition of QuickBooks Desktop (Pro, Premier, or Enterprise) on your computer before starting. The conversion does not work with the Mac version of QuickBooks Desktop.
• Sign in to QuickBooks Online as a master admin or company admin — the export option is available to admin users.
• Not all data moves over. Some items — such as payroll transactions, attachments, and certain custom fields — do not convert. Review the limitations shown during the export before you begin.
• Keep QuickBooks Desktop open at the No Company Open screen while you run the export. Do not open a company file yet.
• Use a modern, supported web browser such as Google Chrome, Microsoft Edge, or Firefox.
• Take a backup of your data before starting any migration.

Read Also: Install QuickBooks Desktop - Download, Install & Activation

Easy Steps to Transfer Your QuickBooks Online Data Files to Desktop

Follow the steps below carefully to move your QuickBooks Online file to QuickBooks Desktop. Go through this segment carefully and implement every step without skipping any. Let us start!

Step 1: Set Up QuickBooks Desktop for the Export

This step prepares your copy of QuickBooks Desktop to receive the exported data.

• Right-click the QuickBooks Desktop icon and choose Run as administrator.
• If QuickBooks Desktop is not installed yet, install QuickBooks Desktop first.
• Go to the File menu and select Close Company.
• Leave QuickBooks Desktop open at the No Company Open screen while you complete the rest of the steps.

[Image: No Company Open window in QuickBooks Desktop - Screenshot]

Step 2: Start the Export in QuickBooks Online

Now log in to QuickBooks Online and begin the export process.

• Open your web browser and log in to your QuickBooks Online account.
• Click the Gear icon and select Export data under the Tools column.

[Image: Export data option in QuickBooks Online - Screenshot]

• Select the reason for exporting from the pop-up window and click Continue.
• Under Moving to QuickBooks Desktop?, select Learn more.

[Image: Moving to QuickBooks Desktop Learn more option - Screenshot]

• Under Download company data, choose Learn more.
• Review the Export overview and click Get started.

[Image: Export overview Get started - Screenshot]

Step 3: Choose Your Data and Download It

• Pick the data you want to export (all financial data, or lists only) and select Continue.
• Review the limitations of the data that will be exported, then click Continue.
• Enter your contact information and select Continue.

Important: You will receive an email with the export status within a few minutes to a few hours, depending on the amount of data being prepared. Once the email confirms your data is ready, return to the export page in QuickBooks Online.

• Download the QuickBooks Desktop migration tool when prompted, and install it on your computer.

[Image: Download the QuickBooks Desktop migration tool - Screenshot]

Step 4: Finish the Move in QuickBooks Desktop

• Make sure QuickBooks Desktop is at the No Company Open screen. If a company is open, go to the File menu and select Close Company.
• Open the migration tool and follow the on-screen steps to download your company data.

[Image: Download company data in the migration tool - Screenshot]

• Choose a location to save the file when the save window appears.
• Select Convert Now when asked where you would like to save the converted file.

[Image: Convert Now option - Screenshot]

• Follow the remaining prompts — Continue and then Done — to complete the conversion.
• Once finished, run a few reports (such as Profit and Loss and Balance Sheet) to confirm that the data converted correctly.

[Image: Verify converted data with reports - Screenshot]

Read Also: Fix QuickBooks Error Code 6143 (Can't Back up Company File)

Conclusion!

That brings us to the end of this article. We hope the information shared here helps you in transferring your QuickBooks Online data files to QuickBooks Desktop. However, if you are still unable to complete the conversion or face difficulty while exporting your QBO data to Desktop, do not experiment further on your own — a wrong step during migration can lead to serious data loss. If you prefer, our QuickBooks support experts can perform the entire migration for you. Feel free to contact our XpertBooks Pro team. We will be happy to help.

FAQs

Related Articles:

Install QuickBooks Desktop - Download, Install & Activation

Fix QuickBooks Error Code 6143 (Can't Back up Company File)

QuickBooks Backups Are Not Working on Windows 10 [Solved]