Migrating from QuickBooks Pro 2017 to QuickBooks Online (QBO) is a strategic move for many businesses seeking cloud accessibility, real-time collaboration, and automatic updates. As QuickBooks phases out support for older desktop versions, the urgency to transition to QuickBooks Online grows. This detailed, step-by-step guide will walk you through the entire migration process — from preparation to post-migration best practices — ensuring a seamless shift without data loss or functionality compromise.
Why Migrate from QuickBooks Pro 2017 to QuickBooks Online?
QuickBooks Online offers several advantages over the desktop version:
- Cloud-based accessibility from any device, anytime
- Real-time collaboration with accountants or team members
- Automatic backups and updates, eliminating the need for manual maintenance
- Enhanced integrations with hundreds of business apps
- Improved data security through Intuit’s cloud encryption protocols
Moving to QBO not only modernizes your accounting system but also improves overall business efficiency and continuity.
Pre-Migration Checklist: Prepare Your QuickBooks Desktop File
Before migrating your data, complete the following preparatory steps to avoid complications:
1. Update QuickBooks Pro 2017
Even though you’re using an older version, ensure you have the latest available update for QuickBooks Pro 2017:
- Open QuickBooks Pro 2017.
- Navigate to Help > Update QuickBooks Desktop.
- Download and install all available updates.
2. Backup Your Company File
Always create a backup before any data migration:
- Go to File > Back Up Company > Create Local Backup.
- Choose Local Backup and follow the prompts to save a copy of your file.
3. Review File Limitations
QuickBooks Online has some limitations compared to the Desktop version:
- Company file size must be less than 350,000 targets (Check via F2 key in QB).
- Some features like custom reports, job costing, and advanced inventory may behave differently.
- Data such as audit trails, budgets, or bank reconciliation history might not fully transfer.
4. Reconcile Accounts
Ensure that your books are clean and accurate before the transfer:
- Reconcile all bank and credit card accounts.
- Close out open invoices or bills if possible.
How to Export Data from QuickBooks Pro 2017?
1. Use the Built-In Export Feature
While QuickBooks Pro 2017 doesn’t have direct access to the modern QuickBooks Online migration tool, it still allows export via Internet Explorer. Follow these steps:
- Open your company file in QuickBooks Pro 2017 as an Administrator.
- Go to Company > Export Company File to QuickBooks Online.
- Log in with your Intuit ID (same as used for QBO).
- If you don’t see this option, update your QuickBooks to the latest release again or consider downloading a trial version of QuickBooks Desktop 2021 or later for smoother migration.
2. Choose Your QBO Company
- If you’ve already set up your QuickBooks Online account, select the company you want to overwrite.
- Otherwise, you can create a new QuickBooks Online account during this process.
3. Decide on Inventory Tracking
If you track inventory in QuickBooks Desktop using the average cost method, QBO will shift to FIFO (First-In-First-Out). You will be asked:
- “Do you want to bring over your inventory?”
- Click Yes or No based on your needs.
Start the Migration Process
1. Initiate Export
Once you’ve confirmed your options:
- Click Continue to begin the data export process.
- Depending on the size of your file, this could take 30 minutes to several hours.
2. Confirmation Email
You’ll receive an email from Intuit once your data is ready in QuickBooks Online. This usually happens within 24 hours.
Post-Migration: Validate and Configure Your QuickBooks Online
After receiving confirmation, log in to your QuickBooks Online account and perform these critical checks:
1. Verify Imported Data
Go to Reports in QBO and run the following:
- Profit & Loss Report
- Balance Sheet
- Customer and Vendor Lists
- Chart of Accounts
Compare these with your QuickBooks Desktop reports to ensure accuracy.
2. Reconnect Bank Feeds
QuickBooks Online uses different bank connection technology. You must:
- Navigate to Banking > Link Account.
- Reconnect your bank and credit card accounts.
3. Recreate Recurring Transactions
Any memorized or scheduled transactions (e.g., payroll, invoices) from QuickBooks Pro 2017 won’t migrate. Recreate them manually in QBO:
- Go to Gear Icon > Recurring Transactions > New.
4. Adjust User Permissions
QuickBooks Online has a different user role system. Assign roles accordingly:
- Gear Icon > Manage Users.
Optional: Use QuickBooks Desktop Tool Hub for Migration
If you’re having trouble with the in-product export, try using QuickBooks Desktop Tool Hub:
- Download from Intuit’s official site.
- Choose the Company File Issues tab.
- Use the Export Tool to migrate to QBO.
Alternatively, install a trial version of QuickBooks Desktop 2021 or newer to act as a bridge for your migration.
What Doesn’t Migrate to QuickBooks Online?
While QuickBooks tries to move as much data as possible, certain elements will not transfer:
- Bank Reconciliation History
- Audit Trail Logs
- Custom Templates
- Reports not saved as memorized reports
- Attachments on transactions
- User Permissions
These will need to be recreated or downloaded manually before migration if critical.
Tips for a Smooth QuickBooks Migration
- Clean up old data: Remove inactive accounts and customers to reduce file size.
- Use a trial migration: Run a sample migration to preview what data transfers.
- Schedule during off-hours: Perform the migration during evenings or weekends to avoid business disruption.
- Consult your accountant: Have your bookkeeper or CPA review post-migration data.
What’s Next After Migration?
Once you’re successfully in QuickBooks Online, take full advantage of cloud features:
- Set up automatic backups
- Integrate with apps like Shopify, Square, or PayPal
- Automate recurring invoices and reminders
- Enable mobile access for on-the-go invoicing
Make use of QuickBooks Online Advanced if your business requires more custom workflows, user permissions, or deeper analytics.
Conclusion
Migrating from QuickBooks Pro 2017 to QuickBooks Online is a crucial step in modernizing your business operations. With careful preparation and attention to detail, you can ensure a smooth, accurate transfer of your accounting data. This guide provides all the essential steps — from preparation and file export to post-migration adjustments — so your transition is successful and seamless.
Frequently Asked Questions
Yes, you can migrate directly from QuickBooks Pro 2017 to QuickBooks Online, but due to the age of the version, you may need to update it first or use a trial version of a newer QuickBooks Desktop release (like 2021 or later) to complete the migration successfully.
Most financial data, including customers, vendors, accounts, and transactions, will migrate. However, some items such as bank reconciliation history, custom templates, audit logs, and certain reports will not transfer and must be recreated manually in QuickBooks Online.
Yes, the company file must be under 350,000 targets (you can check this by pressing F2 in QuickBooks Desktop). If your file exceeds this limit, you may need to reduce the file size or consider using a third-party migration tool.
If you’re using inventory tracking, QuickBooks Online will convert your inventory valuation method from Average Cost (used in Desktop) to FIFO (First-In-First-Out), which may result in changes to inventory values. You will be prompted during migration to choose whether to bring over your inventory.
Yes, you must either have an active QuickBooks Online account or create a new one during the migration process. The migration tool will ask you to sign in to QBO and select the target company file.
The duration depends on the size and complexity of your company file. It can take anywhere from 30 minutes to several hours. You will receive an email notification from Intuit when the migration is complete and ready to review.
No, recurring or memorized transactions do not migrate from QuickBooks Desktop. You will need to manually recreate them in QuickBooks Online using the Recurring Transactions feature.
No, once you overwrite or import data into a QuickBooks Online company file, it cannot be undone. It’s strongly recommended to back up your desktop data and consider doing a test migration first.
If you encounter errors, you can try updating your QuickBooks Desktop, using the QuickBooks Desktop Tool Hub, or migrating through a newer trial version. If issues persist, contact QuickBooks Support or a QuickBooks ProAdvisor for expert help at toll-free number 1-844-987-7063.
No, once the migration is complete and you’re fully operational in QuickBooks Online, you can discontinue use of QuickBooks Pro 2017. However, it’s recommended to keep the desktop version installed for a short period in case you need to refer to historical data not migrated.
