Before you convert: pick the plan that fits
QuickBooks Online plans have hard limits a Desktop file can exceed. US list prices as of November 2026 (Intuit raised Essentials, Plus and Advanced from August 1, 2026):
| Plan | List price a month | Billable users | Chart of accounts | Classes and locations |
|---|---|---|---|---|
| Simple Start | $38 | 1 | Up to 250 | None |
| Essentials | $85 | 3 | Up to 250 | None |
| Plus | $140 | 5 | Up to 250 | 40 combined |
| Advanced | $340 | 25 | Unlimited | Unlimited |
Inventory tracking starts on Plus. Intuit says manufacturing features (assemblies, bills of materials and manufacturing orders) are available in Intuit Enterprise Suite. If your Desktop file depends on assemblies, plan for that before you pick a destination.
Intuit's conversion options
- The migration tool in QuickBooks Desktop, run from the company file.
- The online migration tool, which uploads the file without Desktop installed.
- A move from Desktop for Mac (2020 or newer).
- For accountants, the Accountant Batch Migration Tool moves several client files at once.
You choose to bring all of your company data (lists plus full transaction history) or only lists and balances. You have 90 days from signing up for QuickBooks Online to import; if your accountant does it, 180 days.
Intuit also offers Desktop customers moving to QuickBooks Online Advanced or Intuit Enterprise Suite a free assisted migration for a limited time, with a consultation first. Check Intuit's current terms.
The size limit
The limit is counted in targets, the line-level entries behind every transaction, not in megabytes. Intuit's US error page says conversions fail above 5,000,000 targets. Press F2 (or Ctrl+1) in Desktop to see Total Targets; if you're over, condense the file or bring only lists and balances. (The 350,000 figure in older articles is out of date.)
What doesn't convert, or converts differently
From Intuit's own list:
| Item | What happens |
|---|---|
| Memorized reports | Don't move; rebuild them as custom reports |
| Audit trail | Doesn't move; set up again in Online |
| Past reconciliation reports | Don't move; save or print them first (reconciliation status does move) |
| Budgets | Profit & Loss budget data moves to Budget Overview |
| Payroll | Year-to-date balances and employee details move; this year's paychecks come over as regular checks |
| Custom fields | Customer and vendor fields move; employee custom fields don't |
| Sales rep | No built-in equivalent; PO number and sales rep move into custom fields |
| Inventory assemblies | Become single inventory items on sales; components become separate lines on purchases |
| Progress invoicing | Invoices stay linked to estimates; active estimates become Closed |
| Price levels, units of measure, user logins, recurring payments | Not supported or must be set up again |
| Memorized transactions | Become recurring transactions |
| Open purchase orders | Move, but must be linked to bills before items show as received |
A conversion checklist
- Back up the Desktop file and keep it as a read-only archive.
- Run Verify and Rebuild Data, fix what it finds, and reconcile bank and credit card accounts.
- Save the reports that won't move: reconciliation reports, memorized reports, audit trail exports.
- Check Total Targets and decide on full history or lists and balances.
- Convert into a test company first. Importing into a company that already has data replaces it, and Intuit warns you can't undo that.
- Compare the two systems: trial balance by period, AR and AP agings, inventory quantities and values, sales tax liability, payroll year-to-date.
- Reconnect bank feeds, payment processing, payroll and apps, then cut over at a month-end.
When to get help
A small, clean file with only lists and balances is often a do-it-yourself job with your accountant. Long history, inventory, job costing, payroll or several company files are where conversions go wrong. Our free migration cost estimator tells you which side of that line you're on, and our QuickBooks Desktop migration service handles the rest with test conversions and a reconciliation pack. Still deciding whether to move at all? Start with what's actually ending for Desktop.
Facts from Intuit's own help pages as of November 13, 2026. Limits and lists change; check the linked Intuit pages before converting.
Sources
- Intuit - Move a QuickBooks Desktop file to QuickBooks Online
- Intuit - What to expect when you switch from Desktop to Online
- Intuit - Fix errors converting Desktop to Online (target limit)
- Intuit - QuickBooks Online usage limits
- Intuit - QuickBooks pricing
- Intuit - QuickBooks price changes (August 2026)
- Intuit - Manufacturing orders and assemblies
- Intuit - Migrating to QuickBooks Online Advanced
Prices, plans and laws change. We review this guide periodically; check the linked sources for the latest figures. Nothing here is legal or financial advice.
