5 Essential Things Accountants, Bookkeepers, and CPAs Should Know When Migrating Clients from QuickBooks Desktop to QuickBooks Online
Migrating clients from QuickBooks Desktop (QBD) to QuickBooks Online (QBO) can significantly improve efficiency and collaboration. However, it’s important to approach the migration carefully to avoid issues. Here are five crucial steps to ensure a smooth transition:
1. Data Compatibility and Mapping
QBD and QBO have different architectures, so some data may not transfer perfectly, particularly custom fields, reports, and inventory data. It’s essential to review and map out the migration process. Use these tools to aid migration:
2. Plan for Downtime
The migration process can take several hours, depending on the size of your client’s data files. Plan for downtime by scheduling the migration outside of business hours or during slower periods, ensuring minimal disruption to your client's operations.
3. Assess File Size and Limits
QBO has file size limitations, which may be an issue for clients with large data sets. Before migrating, check the file size and consider cleaning up unnecessary data to optimize the process. Use the following tools to manage file size:
QuickBooks Cleanup Services
4. Set Expectations for Features
While QBO offers enhanced cloud capabilities and integration, some features available in QBD, such as advanced reporting and industry-specific modules, are not available or function differently. Communicate these limitations to your clients upfront. If needed, you can supplement QBO with third-party apps to replace lost functionality.
5. Training and Ongoing Support
Migrating your clients to QBO isn’t just about data; it’s also about ensuring they know how to navigate the new platform. Offer personalized training sessions to help them understand the new features and workflows. Post-migration support is crucial to ensure they are confident in using the platform and can maximize its benefits.
Additional Migration Tips:
Prepare Your File: Ensure your QBD version is up to date and your file is optimized for export. Check if it meets size limits by pressing Ctrl+1.
Backup Your File: Always create a backup before starting the migration.
Payroll Considerations: If you use QuickBooks Desktop Payroll, ensure you deactivate terminated employees and wait 2-3 days after payroll to ensure data transfers correctly.
Post-Migration Checklist: After migration, run reports in both QBD and QBO (like the trial balance) to ensure accuracy.
For detailed steps, refer to the QuickBooks Migration Guide.
Conclusion
Migrating from QuickBooks Desktop to QuickBooks Online offers numerous advantages, but careful planning is key to a smooth transition. By considering file sizes, downtime, data compatibility, and ensuring proper training, you can help your clients make the most of their new cloud-based accounting system.
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