To transfer closing balances from QuickBooks Online (QBO) to QuickBooks Desktop (QBD), you’ll need to do this manually because Intuit does not support direct migration from QBO to QBD. However, you can move the essential financial data—particularly closing balances—by following these steps:
Step-by-Step: Transfer Closing Balances from QBO to QBD
Step 1: Choose Your Transfer Date
Decide on a cut-off date (e.g., Dec 31, 2024) to transfer balances. This will be your “closing” date in QBO and your “opening” date in QBD.
Step 2: Export Trial Balance from QBO
Log into QBO.
Go to Reports > Search for Trial Balance.
Set the report date to your closing date (e.g., Dec 31, 2024).
Click Customize (optional) to include all accounts.
Export the report:
Click the Export icon (top-right).
Choose Excel or PDF.
Step 3: Prepare Opening Entries for QBD
In QBD:
Go to Company > Make General Journal Entries.
Use the first day of the new period as the date (e.g., Jan 1, 2025).
Enter each account from the Trial Balance as a line item with its debit/credit balance.
Make sure debits = credits.
If retained earnings or net income is not carried over, calculate and enter it manually.
Save the journal entry.
Tip: Use Account Names and Types identical to QBO for consistency.
Tip: Use Account Names and Types identical to QBO for consistency.Step 4: Check Account Balances in QBD
Run a Trial Balance in QBD for the same date.
Verify that all balances match what you had in QBO.
Optional: Export Additional Data
You can also manually export/import the following:
| Data Type | From QBO | Import To QBD |
|---|---|---|
| Customers/Vendors | Gear > Export Data | Lists > Add/Edit Multiple |
| Products/Services | Gear > Export Data | Lists > Item List |
| Bank Transactions | Banking > Export CSV | Use CSV import tool or manual |
Important Notes:
Important Notes:Audit Trail and detailed transactions will not transfer—only balances.
QBD does not accept a full file from QBO, unlike the other way around.
You may use a 3rd-party tool (e.g., Dataswitcher, Movemybooks, or Excel Transaction Importer) for a deeper migration if needed.
Should I Use Adjusted Tral Balane or Just Trail Balance?
Great question!
When transferring closing balances from QuickBooks Online (QBO) to QuickBooks Desktop (QBD), you should use the Adjusted Trial Balance — if adjustments (like year-end entries or accountant changes) have been made in QBO and you want your QBD file to reflect the most accurate and finalized figures.
🔍 Difference Between Trial Balance and Adjusted Trial Balance
| Type | Includes Adjustments? | When to Use |
|---|---|---|
| Trial Balance | ❌ No | If you’re transferring mid-year or before final adjustments. |
| Adjusted Trial Balance | ✅ Yes | ✅ Best for closing balances at year-end or after CPA adjustments. |
✅ Use Adjusted Trial Balance if:
You’ve already reconciled and finalized the books for the period.
An accountant made adjusting entries (e.g., depreciation, accruals).
You’re preparing to start fresh in QBD for a new fiscal year.
❌ Use Regular Trial Balance if:
The file hasn’t been reviewed or finalized yet.
You’re transferring balances mid-year for in-progress accounting.
Summary:
✔️ Recommended: Use the Adjusted Trial Balance dated as of your cutoff date (e.g., 12/31/2024) to ensure QBD starts with clean, finalized numbers.
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