Decide why and when
Online access, bank feeds and multi-user work are common reasons. Check that features you rely on exist in the Online plan you plan to buy, such as inventory methods, custom pricing, job features and report types. Pick a cut-over date after a period end, such as the end of a quarter or year, and finish reconciliations first.
Clean the Desktop file first
Before converting, reconcile all accounts, correct negative balances, delete or merge duplicates, and resolve strange items in Undeposited Funds. Remove unused list entries. Run a verify and rebuild on the desktop file, and take a backup copy. A messy file converts into a messy file.
Know the limits of the conversion
The migration tool has limits on data size, and some items, such as certain attachments, budgets, memorized reports or old transaction detail, may not transfer in the same form. You can sometimes choose to bring only balances and lists, and keep the Desktop file as an archive. Ask a ProAdvisor or Intuit support what the current limits are.
After the conversion
Compare the trial balance on the cut-over date between the two systems. Compare the aged receivables and payables, inventory quantities and payroll liabilities. Check the chart of accounts and sales tax setup. Connect the bank feeds, set the start date after the cut-over and reconcile the first month closely.
Retire the old file safely
Keep the Desktop file and its backup accessible for as long as your record retention requires, and export key reports to PDF or spreadsheet. Note your license or subscription terms so that you can still open the old file. Train users on new workflows, including bank rules, receipt capture and permissions.
Payroll deserves special care. If you run payroll through a Desktop service, plan the change at a quarter or year start so employee totals for tax forms stay accurate. A CPA or ProAdvisor can help you avoid mid-year gaps.
Training and the first month
Expect a learning curve. Screens, shortcuts and report names differ, and bank feeds change daily routines. Give staff a short guide for common tasks. During the first month, run reports side by side with the old file when possible, and close the books carefully. Many of the problems that appear are about habits rather than data.
Finish reconciliations through the cut-over date. Print the trial balance, aged receivables, aged payables and payroll liability reports from Desktop. Take a backup and note the version. Run the conversion. Compare the same reports in Online. Reconnect bank feeds with a start date after the cut-over. Re-create recurring items and bank rules. Confirm sales tax settings and user permissions. Sign off in writing, with your accountant, that the opening balances are correct.
Common questions
Will my old transactions be searchable in Online?
Many will, depending on what you converted. Keep the Desktop file for details that do not transfer.
How long does a migration take?
The conversion itself can be quick, but cleanup and testing take planning, often days.
This guide is general information, not tax, legal or accounting advice. Rules, fees and due dates change; check with the IRS, the NJ Division of Taxation or a licensed professional for your situation.