QuickBooks Desktop to Online Migration Checklist (2026)

Data Integrity

• Run File → Utilities → Verify DataRequired

  Fix any errors before proceeding. A damaged company file will produce an unreliable snapshot.
• Reconcile through the most recent period

  Unreconciled transactions create discrepancies that follow you into QBO and are harder to trace post-migration.
• Review all open invoices and unpaid bills

  Confirm AR and AP balances are correct. These become your starting reconciliation point in QBO.
• Identify unlinked BillPayments

  BillPayments with no linked Bills cannot be migrated via the QBO API — they must be entered manually post-migration.
• Review inventory adjustmentsIf inventory

  Inventory Adjustments cannot be migrated via QBO API. Document them for manual entry post-migration.
• Note all Group / Bundle itemsIf Group items

  QBO Bundles must be created manually. List your Group items with their components and quantities.
• Document which states you collected sales tax inIf sales tax

  You'll need this to configure Automated Sales Tax (AST) in QBO before migration.

Migration Decision

• Choose migration mode: Safe Start or Full History

  Safe Start = migrate from a cutover date (recommended for most). Full History = all transactions from inception (requires variance review).
• If Safe Start: choose your cutover date

  Typically Jan 1 of current year. All transactions from this date forward will migrate. Prior history seeded via opening balance JE.

• Create a new, empty QBO companyRequired

  Migration must go into a blank QBO company. If the company has existing transactions, they will conflict with migrated data.
• Enable Automated Sales Tax (AST)If sales tax

  Go to Taxes → Sales Tax in QBO. Enable AST and configure the states you collected tax in. This must be done before any transactions are imported.
• Enable ShippingIf shipping charges

  Settings → Account and Settings → Sales → Shipping. Required if any QBD invoices include shipping lines.
• Confirm QBO subscription includes required features

  Inventory requires QBO Plus or higher. Payroll requires a separate QBO Payroll subscription.
• Note QBO company ID (realm ID) for OAuth

  Found in QBO URL: qbo.intuit.com/app/homepage?companyId=XXXXXXXXX. You'll need this to connect MigrationClarity.

• Download qbdsnapshotNew

  Download here — Windows only. Runs against your local QBD installation.
• Open QuickBooks Desktop with your company file

  qbdsnapshot requires QBD to be running and connected to the company you want to migrate.
• Run qbdsnapshot — double-click the exe

  Takes 2–5 minutes. Outputs qbdsnapshot.json to your Desktop when complete.
• Upload snapshot to MigrationClarity

  Go to thereconciliator.com/migrate, upload qbdsnapshot.json. Complexity scored in under 2 minutes.
• Review complexity score and flags

  Note your score and tier. Review the specific complexity flags — inventory, payroll, bundles, unlinked BillPayments.
• Unlock full Migration Assessment ($50)

  Full trial balance comparison preview, confidence signal, variance explanations, payroll summary, and PDF report.

• Confirm QBO company is empty before starting

  Any existing transactions will conflict with migrated data. Start fresh.
• Connect to target QBO company via OAuth

  Authorize MigrationClarity to write to your QBO company. Connection is session-only — no credentials stored.
• Run the Audit — review what will be created

  The audit scans QBO and maps what already exists. Review entity counts before migrating.
• Create QBO Bundles manually (if applicable)If Group items

  QBO Bundles cannot be created via API. Create them in QBO first, then Re-Audit before migrating transactions.
• Run migration — monitor for failures

  Watch for API errors. If a run fails, Re-Audit and restart — already-migrated records are detected and skipped automatically.
• Confirm zero failures in migration report

  Every entity type should show zero failures. Investigate any failures before proceeding to validation.

• Review Migration Confidence SignalRequired

  High (green) = safe to proceed. Review Required (red) = do not go live — investigate unexplained variances first.
• Review trial balance comparison — QBD vs QBO

  Every account should be explained. Unexplained variances must be investigated before going live.
• Confirm all known variances are accounted for

  Inventory Asset, Sales Tax Payable, AP variance from unlinked BillPayments — all documented and expected.
• Verify open invoices and bills in QBO

  AR and AP balances should match QBD. Check aging reports in both systems.
• Verify bank account balances

  Checking, savings, and credit card balances should match QBD exactly.
• Download Migration Report PDF

  Save for your records. Share with your accountant or CPA for review.

• Enter skipped BillPayments manuallyIf applicable

  The Migration Report lists every skipped BillPayment with vendor name and amount. Enter in QBO to fully reconcile AP.
• Enter Inventory Adjustments manuallyIf inventory

  Inventory Adjustments cannot be migrated via API. Enter in QBO to match QBD inventory quantities.
• Re-mark billable expense linesIf billable lines

  Bills with billable expense lines were migrated as NotBillable. Re-mark applicable lines with the correct customer in QBO.
• Verify Undeposited Funds

  Confirm payments are applied correctly and create deposits to clear Undeposited Funds.
• Set up payrollIf payroll

  Provide YTD figures from the Payroll Transition Summary to your payroll provider. Set up QBO Payroll or third-party service with correct YTD starting balances.
• Review equity accounts

  Verify owner draws, contributions, and retained earnings are correctly reflected after the opening balance JE.
• Reconcile first period in QBO

  Run your first bank reconciliation in QBO to confirm starting balances are correct.
• Go live in QBO ✓Final step

  Stop entering transactions in QBD. QBO is now your system of record.