How to Cancel QuickBooks Online and Move to Hosted QuickBooks

QuickBooks Online offers the convenience of cloud-based accounting, but it may not meet every business’s needs. Limitations in features, customization, and compatibility can prompt businesses to switch to QuickBooks Desktop. However, moving back to desktop software shouldn’t mean giving up remote access, flexibility, or the convenience of working from anywhere.

Hosted QuickBooks Desktop offers a practical alternative. It allows businesses to use the familiar features and functionality of QuickBooks Desktop while accessing the software remotely through a cloud-hosted environment. With a hosting provider managing the server infrastructure, businesses can maintain remote accessibility without managing their own servers.

In this guide, we’ll walk you through the steps to cancel your QuickBooks Online subscription and transition to hosted QuickBooks Desktop, including data migration, hosting setup, and important considerations to avoid disruptions.

Step 1: Migrating from QuickBooks Online to QuickBooks Desktop

Before canceling your QuickBooks Online subscription, you should migrate your accounting data to QuickBooks Desktop.

According to Intuit, users with a canceled paid QBO subscription generally retain read-only access to their data for one year. However, Intuit recommends exporting or printing your accounting records before cancellation to avoid potential accessibility issues.

Prerequisites for Migration

Before initiating the migration, ensure the following:

QuickBooks Desktop installation: Install, activate, and update QuickBooks Desktop to the latest supported release.
System compatibility: Ensure your computer meets the requirements for QuickBooks Desktop and the migration tool.
Data backup: Export important financial reports and records before you begin.
Data conversion limitations: Review which transactions, lists, and application settings can be transferred and which require manual adjustments.

Important: Not all QBO data transfers automatically. Payroll information, certain inventory records, recurring transaction templates, and other application-specific data may require separate handling.

Steps for Migration:

Sign in to the QuickBooks Online account.
Once QBO is open in the browser, change the URL to https://app.qbo.intuit.com/app/exportqbodatatoqbdt and press Enter to open the Export Overview page.
Read all the steps on the screen to move the company data and click Get Started.
Open QuickBooks Desktop on the local system.
Click the File option in the menu and select Close Company. Leave QB Desktop open.
Go back to QuickBooks Online and click the Download Tool button.
Install the QB Desktop migration tool as per the instructions. Once downloaded, click Continue.
Next, choose the data you want to export. QuickBooks gives you two options. You can either select all financial data or all financial data without transactions. Tick one of the options and click Continue.
Select the email and name. Your migration confirmation will be sent to the same email address.
Click on Continue and then Close.
Once you receive the confirmation email, repeat step 2 to open the Export overview page.
Click Get Started and then Continue.
Select Continue Download. (This option will appear only if you have received the confirmation email)
Select Download QBXML file. (Open QB Desktop once and ensure no company is open)
Open the QB migration tool downloaded earlier and enter the path of the QBXML file.
Select Import and save the file in the desired directory.
In QB Desktop, the Application Certificate will be opened. Choose “Yes, always: allow access even if QuickBooks is not running”
Select Continue and Done.

Note:

Migration time may vary depending on the volume of data to be exported.
The audit log does not migrate from QBO to QuickBooks Desktop. You have to export the data manually.

Step 2: Canceling QuickBooks Online subscription

Open the Intuit QuickBooks website and click Sign in in the top-right corner to open Intuit Account Manager.
Select Products & Billing from the gear icon and then select the company page.
The subscription page will open, where you will see all enrolled subscriptions and services, such as QuickBooks Essentials and QuickBooks Time.
Select QB Online and click Cancel.

Note: To cancel the subscription on Apple and Android devices, you must visit the Apple App Store and Google Play Store, respectively.

What Happens to Your Data After Canceling QuickBooks Online?

For a standard canceled paid subscription, Intuit generally provides read-only access to QuickBooks Online data for one year.

During this period, you can review and export existing records but cannot continue normal accounting activities in the canceled company. Free trials and suspended subscriptions may follow different data-access policies.

Therefore, export your important accounting records and complete your migration before canceling the subscription.

Step 3: Moving QuickBooks Desktop to the Cloud

After you export your data from QB Online to Desktop, the next step is to migrate to QuickBooks Desktop hosting. QB Desktop hosting gives you all the features of QB Desktop, plus benefits like remote access, enhanced security, and easy scalability.

Here is a step-by-step process to migrate to hosted QuickBooks.

1. Analyze Business Process

Analyzing the business process helps you determine the right IT resource requirements. As a result, the CTO can develop the right IT strategy for QuickBooks and other business applications. For instance, you can choose a hybrid or multi-cloud environment. It also helps you choose pricing plans that optimize ROI without compromising performance.

2. Choose the right QuickBooks hosting provider.

Choose the right QuickBooks hosting provider

Good reputation – Shortlist a service provider with a good reputation. Browse online forums to check customer ratings and comments. Do not shortlist a provider with a long history of downtime and security incidents. You can also ask the service provider for customer testimonials.
Intuit Authorized – Under the Intuit hosting program, Intuit partners with the best hosting providers in the market to guarantee industry-best services. Shortlist QuickBooks hosting providers only if they are authorized by Intuit under the hosting program.
Multi-level Security – Data security is a non-negotiable parameter for QuickBooks users. Choose a service provider that deploys a multi-level security architecture. Look for features like 256-bit AES encryption, multi-factor authentication, patch management, distributed firewalls, 24/7 network monitoring, access management, Intrusion Detection and Prevention (IDPS), and more.
24/7/365 Customer Support – QuickBooks hosting provider must offer 24/7 customer support, even on weekends and holidays. Ensure they have phone and chat support in addition to email.
Uptime – Shortlist a provider that guarantees at least 99.99% uptime. The SLA must guarantee uptime and include detailed terms and conditions.
High-Performance Infrastructure – The provider must deploy the cloud environment in Tier-4 and above data centers with fault-tolerant systems and multi-level security protocols. They must also host QuickBooks on high-performance computing servers for real-time access.
Compliance – The QuickBooks hosting provider must comply with the necessary regulations, such as SOC 2, PCI, and ISO 27001, to avoid penalties and legal repercussions.

3. Take Data Backup

Any connectivity or compatibility issues during migration can affect data integrity. Therefore, take a local backup of your QB data before migrating. It will also be useful to validate data after migration.

4. Installing QuickBooks Desktop and migrating data

After the backup, install QuickBooks Desktop with the existing licenses. The data is copied from the local system into the cloud server. Your cloud provider will handle the installation, setup, and migration.

5. Post-Migration Verification

Verify all data, including balances, assets, and the inventory list after migration. Also check functionality, such as printing and reporting.

Move to Hosted QuickBooks Desktop with Ace Cloud Hosting

Switching from QuickBooks Online doesn’t mean giving up the convenience of cloud-based accounting. Hosted QuickBooks Desktop combines the familiar features and functionality of QuickBooks Desktop with remote access, enhanced security, and centralized infrastructure management.

If you don’t have a QuickBooks Desktop license, an Intuit Authorized QuickBooks Solution Provider (QSP) can help you explore available licensing and hosting options. Choosing a provider that also handles data migration, software installation, and server configuration can simplify the transition.

However, verify your migrated data and ensure the hosted environment is fully operational before canceling QuickBooks Online.

Ace Cloud Hosting, an Intuit Authorized Commercial Hosting Provider and QuickBooks Solution Provider, helps businesses transition to hosted QuickBooks Desktop with assisted migration, 99.99% uptime, multi-layered security, automated backups, and 24/7 support. Start a 7-day free trial today.

How to Cancel QuickBooks Online and Move to Hosted QuickBooks Desktop