Step by Step Migration from QuickBooks to Zoho Books
This article will explain how to migrate data from QB Desktop or Online to Zoho Books. We try to explain the process step by step to help you understand why it is important to follow specific steps to run a successful data migration to Zoho Books.
There are definitely many different ways of migrating your data into a new system. Usually, clients like to migrate all their data. For the test migration, usually 2-3 years of legacy data migration will be sufficient. Here is the best step to start your migration:
- Chart of Accounts
The first place we start with data migration is the Chart of Accounts. This will give us the opportunity to make sure everything in regards to account types used in the original system is correct. Having a clean QuickBooks system is crucial since a clean chart of accounts in the old system will assure you that the accounting structure is correct before migrating the data to a new system. A cut-off date needs to be set which is when after that day no entry will be done in the old system. So when the bank is closed and reconciled, the final migration needs to take place.
Usually the data above is called List data and it means importing the list of customers, vendors, contacts, and items.
- Open transactions: Outstanding Bank transactions, Account Receivable Invoices, Accounts Payable Invoices.
- Regular transactions (invoices, bills, bill payments, expenses, etc.)
- Log all steps: track all changes made in detail so you can remember the steps taken to be used at Final live migration to go live.
- Check Data migration accuracy.
You will need to review at least 3 years, year after year and transaction history, balance sheet, and profit loss reports.
- Export from QB: Export chart of accounts from QuickBooks. Export and customize it so it can be used while importing to zoho using a csv format. Here is a list of columns in your export.
- Detail type
- Import to Zoho Books: Import chart of accounts to Zoho Books. Here is a list of columns you will need to prepare in your CSV file.
- Account Name
- Account Type
- Account Code: (What is account code: In accounting it is important to number your chart of accounts by accounting convention. Usually, Bank accounts are numbered from 10000-11000, Account Receivable 12000, Assets 13000, Liabilities 14-15, income 4000, expense 5000-8000)
- Open Balance
- Map Fields
- Preview and Import
- Parent Child Accounts relationship: Unlike QB that separates parent and child accounts in the csv file using a semicolon, in Zoho Books we need parent accounts to be in a different column in the csv file we are trying to import to Zoho.
- Import customers: export from qb format it and correct it and then import.
- Import Vendors: export from qb format it and correct it and then import.
- Import Items: import and make sure they are mapped properly, items need to be associated with a sales account as well as purchase account depending on you using inventory or not. Adding Selling price and Cost price is crucial.
Because when importing invoices, the line items mapping based on the invoices and it will be posted to the correct account as per what item is initially set to be used for.
If item mapping is wrong and you cannot fix it after the invoices are imported. If the item mapping and accounts linked to them is not imported right and then invoices are imported based on that, first the import of the invoices should be undone and then transactions should be imported again.
After import, transactions cannot be changed so all corrections should be done at the list data importing time. At this time, any changes you want to make to the item lists, you can edit the exported csv and re-import to update.
Try to import around 10 records as a test prior to importing thousands of records. Now that we have customers, vendors, items, and charts of accounts and terms in the system, we can start importing invoice, invoice payments, bills, bill payments, expenses, rtc.
Format all the sheets to match the templates with the correct formatting and start importing. If the headers in your CSV file match with the sample zoho template, it will automatically do the mapping which is going to save you a lot of time.
After import is done, check Trial Balance from zoho books and check all debits and credits. If they are not matching we need to go back and find a pattern where the mistake is made and fix it. Usually, if a P & L report statement is wrong, then the bank account is wrong too.
Before starting the migration process, you need to know what reports you want to match between the two systems.
Usually a simple migration takes about 2-4 weeks and 30-100 hours of work.
If you would like Boosted CRM’s certified experts to do the data migration from QB or any other accounting system to Zoho Books, please book a time below to discuss your requirements.