Print This Page

Export limitations for QuickBooks Online to QuickBooks

If you're considering exporting list and transaction data from QuickBooks Online (QBO) to another version of QuickBooks, we'd like to provide you with a little information, just so you understand the capabilities and limitations of the process.

After you've read all this, you can view a visual guide to the export process.  If you run into problems or need more detail, you can see our comprehensive guide to exporting from QuickBooks Online to QuickBooks.

Important: Please take careful note of the limitations listed below for the various list names. Most export errors are due to list names that are too long. If you have any list names that are longer than the limits described here, you must edit the items and shorten the names before exporting.

Software Required

Here's some information for you on how all your list data will be exported from QuickBooks Online to another QuickBooks version:

Chart of Accounts: All your accounts are exported to accounts with the same name with the following exceptions:

Products and Services List:  If you track expenses billed to a customer, the associated income account is not exported. In QuickBooks desktop, products and services are converted to items and are tracked in the Item List with the following exceptions:

Customer List: All data about each customer is exported with the following exceptions:

Vendor List:

Employee List:

Class List:

Payment Method List:

User list and Location list:

Recurring Transaction List, Terms List and Budgets:

Other Lists: The following lists don't exist in QBO. These lists will be created in QuickBooks desktop and will contain their default list items except:

List Item Limit:

Transactions: When you export transactions, you go beyond exporting the balances in each account; you also export the transactions behind each balance. These transactions are exported:  Invoices, Sales Receipts, Credit Memos, and Refund Receipts.  Recurring transactions are not exported.

Payroll Information:

Cash purchases: Cash purchases are converted to checks.

Transfer funds: Fund transfers are converted to general journal entries.

Time-Tracking activities: All time activity information is exported with the exception of Location, as there is no comparable feature in the desktop editions.
Note: The 'Is Taxable' designation on the customer record is lost when exporting online data into the desktop edition. Customers, therefore, must audit their customer list to reassign the Taxable/Non-Taxable designation on each customer, prior to invoicing for billable time.

Reconcile: After exporting, the Reconcile screen in the desktop edition may show the beginning balance as zero and display old transactions. For steps to correct this, see knowledgebase article KB 1458.

Estimates: Estimates are not exported.

Statements: Statements are not exported.

Purchase Orders: Purchase orders are not exported.

Activity Log:  Activity log is not exported.

Charges, credits: Charges and credits are non-posting transactions, so they are not exported. Instead, the invoices that contain them are exported. Before you export, use New Invoice to post unbilled charges and credits onto invoices.

For all transactions: