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QuickBooks Online: Data Migration Process Updated 7/18/2025

 

 

To ensure a successful migration and onboarding experience to QuickBooks Online (QBO), please read through this document entirely.

 

Intuit has partnered with Sherweb to offer you data migration assistance from QuickBooks Desktop to QuickBooks Online, at no charge.

 

Our QuickBooks Online data migration process can take between 1-3 business days and SLA can depend on several factors, including the health of the desktop data file. Our data migration team will email you during the process if any additional action is required from you or the client before we convert the data.

 

Once you’ve submitted your migration request form, please monitor your email for any notifications from Implementation_Services@intuit.com and follow any directions given to ensure a successful and speedy migration. If you have any questions about your migration, please contact Implementation_Services@intuit.com  

 

From the date of order - You have 30 days to activate your QuickBooks Online subscription, and 60 days to migrate your Desktop data file to your new QuickBooks Online subscription. 

Please contact your managed service provider for pre-migration questions or help needed prior to submitting your data conversion request.

 

Considerations with migrating to QuickBooks Online

Please review the following things you should know prior to submitting your data migration request with Intuit. 

 

QuickBooks Desktop features that will not convert to QuickBooks Online

Most of the client’s QuickBooks Desktop data will be imported into QuickBooks Online, however elective functionality like bank connections, reminders, etc. do not transfer over and will need to be set back up in QBO. The complete list of features can be found here

 

Multiple company file migration

QuickBooks Online only supports one company file per QBO subscription, so the customer will need to order one QBO subscription for each company they’d like to migrate from Desktop to QBO. Pricing is available in the Sherweb Portal.

 

Payroll in QuickBooks Desktop

If the client has payroll turned on in QuickBooks Desktop and would like to continue running payroll in QBO, you will need to also place an order for a monthly Payroll subscription for each QBO subscription that requires payroll. Pricing is available in the Sherweb Portal.

 

3rd party app integration to QuickBooks Online

If the client requires 3rd party app re-integration to QBO, they will need to contact the app for direct

assistance with this.

 

Learn what to do after you move from QuickBooks Desktop to QuickBooks Online

It is common for the financials between Desktop and QBO not to balance after migrating from desktop to QBO, for reasons including – client was set up for cash accounting in Desktop, payroll has not been set up in QBO, or data such as open invoices or pending sales did not convert as described here.

This article will provide steps to help the client reconcile their new QBO file for accuracy.

 

Preparing to request Intuit Data Migration services

You have 30 days from the QBO order date to login and activate your new QuickBooks Online subscription and 60 days to request data migration service from Intuit 

  1. Prepare your data file for migration 

    1. Make sure chart of accounts are up to date & accurate

    2. Reconcile bank and credit statements as best possible 

    3. Categorize any open transactions as best possible

    4. Pay any outstanding invoices as best possible

    5. Finish outstanding payroll runs & payroll tax payments

    6. Inventory – correct negative inventory, as this will cause errors with the conversion.  

  2. Login and activate your new QuickBooks Online subscription

    1. During login, please note your new QBO Company ID number as you will need to enter this on the data migration request form

  3. Invite the Intuit Data team as an authorized user of the QBO subscription

    1. Log into QBO and click on the Gear Icon > Manage Users

    2. Go to the Accounting Firms tab

    3. Add the name "Implementation Services" with email implementation_services@intuit.com

    4. Click Save

 

  1. Have the following information ready 

    1. Current version and year of your QuickBooks Desktop license

      1. You can locate this by pressing F2 to bring up the product information box while in QuickBooks Desktop

    2. Name of the QuickBooks Desktop data file

      1. This can also be located on the product information box in QuickBooks Desktop

    3. Version of QBO you are converting into (Advanced, Plus, Essentials) 

    4. Company ID number for your new QBO subscription

    5. Name of the new QBO Company

    6. Review the target size of your QuickBooks Desktop data file

      1. This can also be located on the product information box in QuickBooks Desktop

        1. If the target size is over 2k MB you will need to approve a condense of your data file prior to Intuit converting this to QBO.

    7. Decide your FIFO start date

      1. Only needed if you are converting with inventory, FIFO start date is typically the date you request migration 

    8. Do you run payroll in QuickBooks Desktop today? 

      1. If yes, ensure you have also ordered the correct QBO Payroll subscription for your new QBO subscription 

          i. Do you have multicurrency enabled in QuickBooks Desktop? 

     

                  i. Most users don’t, but verify if this is enabled 

     

    1. Local backup of your QuickBooks Desktop data file

       

       

Scheduling Your Data Migration

This step should be done after you have collected the above information. Migrations are performed Monday-Friday during standard business hours.

 

  1. Submit your request for data migration here

  2. Enter your contact information in the Partner Business Name, Your Name and Email fields and complete the rest of the form using the information you’ve gathered

  3. Upload a backup of your data file (.qbw or .qbb), and follow the steps to log into the Intuit Migration Cloud using the QBO Admin email address and password you created for the QBO subscription

  4. Intuit will notify you via the email address you provided of issues+resolutions during the migration process, and when migration has been successfully completed

  5. Once you submit this request, you should no longer enter data into QuickBooks Desktop. If this is not an option, you will need to manually key all transactions entered into Desktop during the migration process, into QBO once you have access 

     

Post Migration & Support

  1. Schedule your free onboarding call with Intuit by following the prompts inside of QBO, or by clicking here

  2. Review these QBO Tutorials to help you get started

  3. Contact QBO support anytime through the Help menu in your QuickBooks Online subscription or by calling 800-446-8848

  4. Follow the steps below to activate your new Payroll subscription (if applicable) 

 

 

Post Migration & Support

These are the final steps to turn QBO over to your client and set them up for success.

 

  1. Once you have received confirmation that the client has been successfully migrated to QBO, invite the client to accept the Primary Admin role for their new QBO subscription and remove yourself as a user by following these steps

  2. Advise the client to schedule their free onboarding call with Intuit by following the prompts inside of QBO, or by clicking here

  3. Share these QBO Tutorials with your client to help them get started

  4. Sherweb provides White Glove Tier 1 support for QBO at no charge to you. Please submit a Sherweb ticket for any post sale questions or issues the client may have at any time

  5. If the client also purchased QBO Payroll, provide them with the correct steps below to activate their new payroll subscription                   

     

 

 

Activating QuickBooks Online Payroll

QBO Payroll requires a separate activation process and should be done after the Desktop file has been migrated to QBO or you have set up the main QBO file if you are not migrating from QuickBooks Desktop. Please follow the instructions under the version of QBO Payroll you have purchased

 

 

QBO Elite Payroll 

 

Once migration is complete, click the Payroll tab, then Overview and Request a Call. Then, select the best time & day to meet with your Intuit Payroll onboarding agent.

 

It will look something like this:

 

 

Please note, we recommend that you schedule your Elite Payroll onboarding call in between payroll cycles, as our turnaround time to complete your onboarding is approx. 5 business days from the date you provide all necessary information to your onboarding agent.

 

Note: Turnaround time for onboarding is 5-7 business days for less than 25 employees and 7-10 business days for 25+ employees.

 

Elite Payroll Benefits:

 

Expert Setup: As part of your Elite Payroll subscription, you are also eligible to receive expert setup of your initial payroll setup for accuracy.

 

QB Time: You also now have access to QB Time powered by QuickBooks. After your initial payroll set up has been completed, you can activate QB Time by clicking Time, and then Overview. You may also call your QB Time support team 

at 888.836.2720.

 

HR Support Center: Access multiple HR resources through your HR Support Center or call in to speak with your HR Advisors. You can also create an employee handbook by clicking on Payroll, and then the HR Advisor tab.

 

        7. On the QBO home screen, select Payroll, then select Overview, the Request a Call

       8. Complete the appointment request

       9. Average Elite Payroll set up turnaround time is 5 business days from the date the payroll onboarding team receives all required information from the client

 

Additional Resources:

For Intuit Payroll support, click the “Help” button in QBO and choose “Contact Us” or call us at 866-640-9987 option #2.

 

QBO Premium Payroll 

 

Once migration is complete, please gather the following information and follow the steps below to complete your initial Premium Payroll setup:

 

  • Legal business name & address (per IRS)

  • EIN number

  • Payroll bank account & routing number

  • Principal officer’s first & last name, SSN, DOB & home address

  • W4 for each employee, along with hire date & DOB. Or, you can invite your employees to enter their own info through our free QB Workforce product

     

     

Click the Payroll tab on the left-hand side of QBO, click Overview and walk through all tasks in that section to complete the initial payroll setup.

 

Premium Payroll Benefits:

 

Expert Review: As part of your Premium Payroll subscription, you are also eligible to receive an expert review of your initial payroll setup for accuracy. Once you’ve completed the initial setup, you’ll be prompted to opt-in and will follow the steps to complete this free service.

 

QB Time: You also now have access to QB Time powered by QuickBooks. After your initial payroll set up has been completed, you can activate QB Time by clicking Time, and then Overview. You may also call your QB Time support team at 888.836.2720.

 

HR Support Center: Access multiple HR resources through your HR Support Center and create an employee handbook by clicking on Payroll, and then the HR Advisor tab.

 

Additional Resources:

 

For Intuit Payroll support, click the “Help” button in QBO and choose “Contact Us” or call us at 866-640-9987 option #2


 

 

Keywords: QuickBooks Online, data migration, QuickBooks Desktop, QBO, payroll, onboarding, Sherweb, Intuit, migration assistance