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Our comprehensive guide to moving your data to QuickBooks Online

by Intuit• Updated 3 months ago

Find answers to frequently asked questions about moving your data to QuickBooks Online.

In QuickBooks Online, you can transfer data from your previous accounting program, making it easier to get started.

Note: The following applies to Xero files. The information provided can only be applied to QuickBooks Online accounts at this time.

Below, you’ll find lots of helpful information to help guide you through the process of moving your data over to QuickBooks Online from wherever you store it today, including information about Intuit's internal migration tool and Intuit's data conversion supply partner Dataswitcher.

What software can be converted?

Currently, we offer conversion services for the software versions below:

  • Excel/CSV
  • Xero

How long will it take to transfer my data?

Once your data file is uploaded, the Dataswitcher tool can take up to 72 hours to complete the conversion.

When migrating your data from Xero using Dataswitcher, it usually takes up to 72 hours to complete once your data file is uploaded to the Dataswitcher tool.

How much will migrating cost?

When migrating your data from Excel to QuickBooks Online, there's no charge for you to transfer the data using Intuit's the self-serve tool.

At this time, when migrating your data from Xero to QuickBooks Online using Dataswitcher, Intuit will cover the cost to transfer the last 2 years of data for Xero. Depending on the software being migrated from, Dataswitcher charges nominal fees to transfer extras, such as additional years of data, classes, company info, etc.

Data types that we cannot convert at this time are: Budgets, memorised transactions, invoice and other templates, sales orders, payroll records, projects, attachments, and non-posting entries (estimates). All additional limitations are listed in the links above. Please refer to the one corresponding to the software you are migrating from to make sure you're clear on the migration process and Dataswitcher limitations.  

Pre-migration checklist

There are a few tasks you should perform to ensure your legacy file is in as clean a state as possible prior to converting it to QuickBooks Online.

  1. Quotes: Close or finalise
  2. Purchase orders: Close or finalise
  3. Unbilled activity: Delete or finalise
  4. Delete any accounts that were never used in the Chart of Accounts. They may be set to inactive status now, but they should also be deleted.
  5. Run a Payroll report for dates of current compliance (month to date) if converting mid reporting period
  6. Print off full employee info details and current leave balances
  7. Print off year-to-date (YTD) balances for Gross wages, PAYG W, and Superannuation by employee
  8. Archive reports run on Accruals Basis, all dates
    • Trial Balance
    • Balance Sheet
    • Profit & Loss Report
    • Accounts Receivable Ageing (& Detail)
    • Accounts Payable Ageing (& Detail)
    • General Ledger (Optional but recommended)

Dataswitcher vs. migration tool comparison

We've also compared a few of our data migration tools (Dataswitcher, MMC, and Accsource) here if you'd like to get more information.

 DataswitcherIntuit’s migration tool
File SizeUnlimitedUp to 700,000 lines. Files greater than 700,000 can be migrated as lists only...no transactional data.
Speed90% of conversions are processed in under 12.5 minutes. 100% are completed in 72 hours.Typically completed within 45 minutes.
SecurityData is held in secure AWS servers during migration and destroyed once your conversion is approved.Intuit’s data security policy can be found here.
User ExperienceGuided “migration wizard” to help you through the experience.  Real-time insights into the progress of your migration.Real-time updates are not available.  Email notification upon completion.
CustomisationTiered options allow choice in which data and years to convert into your new Online file. Some additional fees may be requiredCustomisation is limited to inventory (yes/no).
ValidationDataswitcher performs preliminary checks of your file to identify inconsistencies prior to start (that is to say, are debits and credits equal).   Pre- and Post-Migration checks aid in confidently checking the quality of your data.  

The following detail reports are also provided:

-Profit & Loss reports for all years
-Balance Sheet reports for all years
-AR and AP reports per conversion date
-Retained Earnings report		Migration Summary report is provided via email to the primary admin on the Online file upon completion. It outlines unmatched accounts and discrepancies with list items.  Detail reports are not available.
TaxesGST is migrated as line level items. This serves as an additional check for your first GST report. Enable taxes post migration and start working in QuickBooks Online until your first tax report is due.Sales tax is fully imported. Prior tax filings are also imported.
AR/APDataswitcher automatically corrects common AR and AP issues.No corrections are provided.
ReconciliationManual bank reconciliation post- migration is required.Automatic reconciliation at the Register level is provided. Prior reconciliation reports are not imported.
Accruals basis recordsDataswitcher currently supports the conversion of all accruals basis records. Cash basis conversions may be added at a later date.Accruals and cash basis conversions are both supported.
PayrollPayroll information is not converted.Only Employee lists are converted.

Once you’ve made your decision, use the below links to review more information on how to process the data migration.

Importing your Data from Excel

Moving data from other software

See the following links below if you're migrating to QuickBooks Online from Xero.

Getting started with Dataswitcher

Dataswitcher is our data migration supplier, available to help make your transition to QuickBooks Online as smooth as possible.

Depending on the amount of data to transfer, the migration process can take up to 72 hours. You can visit our migration wizard to get started.

Note that data cannot be migrated into a QuickBooks Online Company file that has existing data contained within it. If you have an existing QuickBooks Online Company file that you have used in any way, you will need to cancel your subscription and create a new account

Frequently asked questions about Dataswitcher

Is Dataswitcher endorsed by Intuit QuickBooks?

Yes. Although Dataswitcher is not part of Intuit, we work in partnership with Dataswitcher to ensure we’re able to transfer data swiftly and accurately. Intuit recommends using Dataswitcher if you’re transferring to QuickBooks Online from Xero.

How long will it take to import my data?

We aim to complete your conversion within 72 hours of receiving your data file, although it is often much faster than that.

How will my business data be used?

When you send us your business data, we simply convert it to QuickBooks Online format. We don’t review it in detail, share it with anyone outside our business, or use it for anything else. Once you let us know you’re happy with your QuickBooks Online account, your data will be permanently deleted from Dataswitcher servers.

How will my business data be protected?

Your business data is protected in the following ways:

  • As long as you use the online form to upload, we will protect your data using industry standard SSL encryption.
  • Your data is governed by Intuit’s Data Stewardship Principles.

How does the process work?

  1. Connect to the Dataswitcher wizard (use the wizard to select the correct service).
  2. Follow the instructions on the screen including visiting our comprehensive help article.
  3. Once you complete the conversion, you will receive an email to track the conversion.
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