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LorraineMo
September 27, 2023
Question

QBD to QBO conversion for client already using QBO Payroll

  • September 27, 2023
  • 1 reply
  • 0 views

I have a client who currently uses QB Desktop for bookkeeping and QBO Payroll.  

They would like to convert their bookkeeping from Desktop to QBO as well.

 

I know the first step for a normal QBD to QBO conversion is to start with a blank, clean QBO file.

Is there any complexity or additional steps that I need to take during the conversion because of the QBO payroll data? 

 

Also, how will QBO Payroll data flow into QBO once I add QBO Plus service?  I'm assuming there will be duplicate 2023 payroll data, since the client is entering the payroll figures into QBD.  I expect to have to clean that up before my Balance sheets and P&Ls will match.

 

Any tips before I do this?  There is lots of info regarding converting from QBD with Payroll to QBO with Payroll, but I can't find anything on this scenario.

 

Thank you!

1 reply

JaeAnnC
JaeAnnC
September 27, 2023

Thanks for reaching out to us for assistance, @LorraineMo. I'll be happy to share the details about what happens after you migrate data from QuickBooks Desktop (QBDT) to QuickBooks Online (QBO) with an existing standalone QBO Payroll product. 

 

When transitioning from QBDT to QBO, you may notice several differences in how your books appear. That said, consider reading this guide to understand how your books are migrated: Learn how features and data move from QuickBooks Desktop to QuickBooks Online.

 

Moreover, we understand how essential it is to link your existing QBO Payroll account to your QBO Plus accounting service. Currently, we're unable to integrate them. 

 

For now, you may want to consider purchasing a QBO Plus subscription first and adding a QBO Payroll service. Once done, you'll need to add their pay to the setup since their pay history reflects on W-2s and other payroll tax forms. 

 

Here's how:

 

  1. Gather your pay history info.
  2. Sign in to QBO as the primary admin.
  3. Go to Payroll and select Overview.
  4. If you haven't already, add all your employees paid this year. Include also those who no longer work for you. Ensure to set up each pay item, deduction, contribution, and tax showing on their pay stubs or reports.
  5. Click Start to Add your payroll history.

 

For more information, please see this article: Add pay history to QuickBooks Online Payroll.

 

Alternatively, you may export your data from your standalone QBO Payroll account. Then, you'll be prompted to sign in to your QBO to sync them. The system will create default accounts for your wages, expenses, and liabilities.

 

Furthermore, feel free to check out this article if you want to have an overview of the different areas of your business, including sales and expenses: Run reports in QuickBooks Online.

 

Please don't hesitate to reach out to us for any concerns you have about migration. The Community is open anytime to assist you further. Stay safe and have a nice day ahead!

L
LorraineMoAuthor
September 27, 2023

Am I understanding you correctly that I will not be able to connect the existing QBO Payroll account to the new QBO Plus account, but rather that I will need to create a new QBO Plus account with a NEW QBO Payroll account and then enter the info from old QBO Payroll to new QBO Payroll?

 

I have experience adding YTD payroll info to QBO Payroll, so that is not an issue.  It just seems bizarre that QBO Payroll data needs to be manually entered into QBO Payroll.

Candice C
Candice C
September 27, 2023

Hey there, @LorraineMo. 

 

Thanks for coming back and asking clarifying questions. 

 

Yes, that's correct. You're not able to connect an existing QBO Payroll to a new QBO Payroll. 

 

Entering the information manually into the new QBO Payroll is the best route. 

 

I can see how frustrating this may seem to enter all the information over. However, I recommend submitting your feedback to our Product Developers so they can consider improving the way data is moved from one payroll account to another. 

 

I hope this helps answer your question. Feel free to reach back out if you have any more concerns. Have a great day! 

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