Is there a way to combine two company quickbooks files - into one (both on desktop)

You may consider purchasing a 3rd party merging service. They can additionally add classes to all transactions in each company file which can be used for reporting purposes. The merged file is audited to ensure all transactions were merged correctly.

To combine multiple company data files, the chart of accounts in both files cannot have the same account name with different types. For example, if one company file has an account with name 'Accounts Receivable' of type AccountsReceivable, the second company cannot have an account name with the name 'Accounts Receivable' of another type. To resolve this issue, rename one of the accounts to 'Accounts Receivable1'.

Also, only one company file can have Payroll transactions. If both company files have payroll, the payroll transactions cannot be merged. Other than that, all transactions types can be merged. Any number of files can be merged into a single Quickbooks data file or converted to Quickbooks Online.

What data cannot be merged?

• Payroll checks are merged as regular checks and won't appear in payroll reports or W2 calculations. This is because Quickbooks does not allow payroll checks to be transferred from one file to another. Also time activities are not merged.
• Bank Reconciliations cannot be merged because Quickbooks does not support the transfer of Bank Reconciliations. You will need to do a single reconciliation for each bank acount after the merge.
• Data files with negative inventory and assembly builds do not merge correctly because there is insufficient quantity on hand to build the assemblies and they transfer over as pending builds.
• Data files with sales tax items and sales tax groups that were modified after their initial use may not be transferred correctly since Quickbooks does not store historical rate changes.
• Data files with group items that were modified after their initial use may not be transferred correctly since Quickbooks does not store historical group modification data.
• Templates cannot be transferred from secondary files to the primary file as Quickbooks does not support the trasnfer of templates. (However, you can manually export templates and import them into the merged file after the merge).
• Attachments are not transferred because Quickbooks does not support the transfer of attachments.
• Customer Notes and To-Do lists are NOT merged.
• Custom fields in transactions are NOT merged from the secondary file(s) to the primary file.
• Memorized Transaction definitions from secondary files are not transferred, and will need to be memorized again.
• Memorized Reports from secondary files are not transferred, and will need to be memorized again.
• Budgets/Forecasts from secondary files are not transferred, and will need to be memorized again.
• Users from secondary files are not transferred and will need to be re-entered.

Hopeit helps.

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@1stDrK wrote:

I have a similar question. We moved our office. We put in a new server to be used in tandem with the old server till all new software and old software had total migration. Once we moved into the new location, the old server was placed out of service. When we submitted data to our CPA, we discovered that during that process, the company data was not saved in the right  place and 2 different company files were created as a result. Some of the data is in one and majority in another. However, there is almost a year of data missing in the main company file.

 

When I called intuit, the sales rep suggested that we switch from a desktop version to the online version and during the migration, they're able to merge only 2 company files!" When we actually switched to the online format, the support was able to only migrate the largest file and said: "no way to merge the 2 company files!"

 

I am hoping that there is a solution besides having to re-enter the missing data into the main file! Any help in this: please advise!

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I got told the same thing...and now I am stuck in the same boat!  One QBO license...two QBW files.

Thanks for joining in on the thread, 1stDrK.

Aside from re-entering the transactions manually to the correct company file. You might also want to consider the suggestions of brconsultingid2 and Fiat Lux - ASIA to use a third-party merging service.

Regarding with these third-party merging service, I'd recommend reaching out to their support for any assistance about the merging process. They know the ins and outs of the program.

If you're not up for using a third-party merging service, I'm afraid we'll go back to our first option which is to enter the missing data manually.

Feel free to let us know if you require additional assistance in entering your transactions.