Streamlining Data Transfer: QuickBooks Conversion Tool Explained

QuickBooks Conversion Tool

Changing QuickBooks versions or upgrading editions often gives accountants migraines. Moving data between different company files seems daunting. Thankfully, QuickBooks provides a nifty utility – the QuickBooks Conversion Tool. This automates transferring data between QuickBooks files, streamlining version upgrades.

Let’s explain this game-changing utility to simplify your next QuickBooks migration.

Overview of QuickBooks Conversion Tool

The QuickBooks Conversion Tool allows you to transfer lists, transactions, balances and settings between company files.

You can migrate data between:

  • QuickBooks Desktop editions – Pro, Premier, Enterprise, Accountant
  • QuickBooks Online editions – Simple Start, Essentials, Plus, Advanced

It copies everything from customer details to historical invoices. This spares you from manual data re-entry when upgrading QuickBooks.

Now let’s dive deeper into how this tool streamlines data transfer during version changes.

Key Features and Capabilities

The Conversion Tool makes data migration seamless through some clever features:

Works Across Products

Migrates data between QuickBooks Desktop and Online editions in both directions. This enables platform changes.

Bulk Transfer

Moves thousands of names, transactions, entries in one go. Much faster than manual migration.

Selective Migration

Lets you pick specific lists, accounts, transactions to transfer. No need to move redundant data.


Automatically matches and maps list items and accounts between company files. Minimal manual work.

Preserves Data Integrity

Uses compression and batched transfers to prevent data corruption during migration.

Error Reporting

Highlights unresolved references, missing accounts, duplicate entries for easy fixing post-migration.

Backup Reminders

Prompts you to backup company files before and after migration to prevent data loss.

Easy Scheduling

Allows scheduling migrations during off-hours. Wins you time by avoiding business disruptions.

Progress Tracking

Displays real-time migration status and number of records transferred. Gives full visibility.

Test Drive Mode

Lets you mock-migrate copy company files to gauge migration pacing without impacting live data.

Post-migration Verification

Validates successful data transfer by comparing source and migrated file. Surfaces discrepancies.

These capabilities make the QuickBooks Conversion Tool a versatile data migration wizard.

Common Usage Scenarios

The Conversion Tool shines in many real-world situations:

QuickBooks Version Upgrades

Easily transfer data when upgrading QuickBooks year editions – QB 2017 to QB 2022.

Changing Products

Switch between QuickBooks Desktop and QuickBooks Online editions without data loss.

Consolidating Company Files

Merge two company files into one unified file using selective data transfer.

Office Relocations

Shift company file from one office to another by migrating data to new location.

Edition Upgrades

Move up editions seamlessly e.g. QuickBooks Pro to Premier or Desktop to Accountant edition.

New Workstations

Copy company file data like lists, balances, transactions to new work computer.

The Conversion Tool handles diverse migration needs – between editions, versions, products and systems.

Step-by-Step Migration Process

Migrating with the Conversion Tool involves a straightforward sequence:

Step 1: Install Tool

Download and install QuickBooks Conversion Tool on both source and destination computers.

Step 2: Close Open Files

Close source and target company files before launching the conversion tool.

Step 3: Launch Tool

Double click the QuickBooksConversion.exe file to open the Conversion Tool.

Step 4: Pick Migration Tasks

Select data to transfer – lists, transactions, balances, rules, etc.

Step 5: Choose Source File

Click Open and select the source QuickBooks file (.QBW) to migrate data from.

Step 6: Map Accounts

Review auto-matched accounts between files. Manually match unmapped accounts.

Step 7: Designate Target File

Specify the target QuickBooks file (.QBW) to copy converted data into.

Step 8: Migrate Data

Click Start to begin migrating selected data from source to target file.

Step 9: Verify Results

Open target file and thoroughly verify accuracy of migrated data.

And you have safely migrated to the new QuickBooks system!

Handling Migration Errors

Despite automation, some migration mishaps may still occur:

  • Data overflow errors due to large file size
  • Unresolved references to customers, vendors, accounts
  • Missing historical transactions after migration
  • Incorrect account balances or transaction details
  • File corruption or data damage errors

Here are some tips to troubleshoot these errors:

  • Break up migration into batches for large company files
  • Review exception reports and manually fix unresolved references
  • Update both source and target file to latest QuickBooks version
  • Use File Doctor to diagnose and fix corrupt company files
  • Contact Intuit customer support for persistent technical errors

Proper pre-migration preparations and post-migration cleanup are key to avoiding conversion mishaps.

Alternative Migration Approaches

Some other approaches for migrating QuickBooks data:

  • Manual copy-paste of names, balances, transactions
  • Exporting to Excel and importing lists into new company file
  • Third-party conversion tools and migration services
  • Starting fresh and re-entering data from scratch

However, the QuickBooks Conversion Tool offers the best automation, speed, and ease for Do-It-Yourself migration.

When to Avoid Using the Tool

Certain scenarios where you may want to avoid the Conversion Tool:

  • Moving between different country editions of QuickBooks
  • Severely corrupted source company files
  • Merging two unrelated company files’ data
  • Migrating after major version jumps – QB 2005 to QB 2021
  • Changing industry-specific editions – Manufacturing to Professional Services

Consult Intuit customer support for recommended migration approaches in these edge cases.

Key Takeaways

The QuickBooks Conversion Tool offers a simple wizard-style approach for streamlined data migration between company files. It eliminates tedious manual efforts by auto-mapping lists and transactions during transfers. Seamless data migration aids QuickBooks upgrades, consolida­tion, and platform switches for accountants.

Leveraging its selective transfer, bulk processing, error reporting, and post-migration validation capabilities streamlines version changeovers.

By automating data movement between company files, the QuickBooks Conversion Tool saves accountants time, effort and headaches during periodic migration needs.

Read More at: QuickBooks for MAC Download, Install, and Setup