Migrate From QuickBooks to Zoho Books

Notes: We are working on a tool to help you migrate seamlessly from QuickBooks to Zoho Books. We’ll update this space once it’s ready.

Set up your Zoho Books Organisation

Before you migrate any data, you’ll have to make sure that you’ve set up your organisation in Zoho Books. Here’s how you can do it:

Another important step while setting up your organisation in Zoho Books is to add all the taxes that you deal with in your business.

To add taxes in Zoho Books:

Similarly, you can create new Tax Groups (multiple taxes grouped as a single tax) and add Tax Exemptions as per your business requirements.

Configure Settings

You can use the Settings section in Zoho Books to customise your organisation to suit your business requirements. To access Settings, click the Gear icon in the top-right corner of the page. Here, ensure that you:

Enable Modules

Zoho Books has various modules such as Estimates, Timesheets, Recurring Bills, Debit Notes, and so on to manage transactions easily. You can enable the ones that are needed for your business. Here’s how:

Zoho Books comes with Stock Adjustments and basic Inventory Tracking to manage your stock. But if you want an advanced inventory management option that lets you create shipments and manage warehouses, you can enable the Zoho Inventory add-on.

In the same page, you can also choose how you want to provide discounts (if any) or apply taxes to your transactions.

Once you’ve configured all the details, click Save.

Configure Module Preferences

Now that you have enabled the necessary modules, you can configure their preferences. You can customise each module to suit your business needs. To do this:

Each module comes with multiple customisation options.. You can read about customising modules from the help document for preferences.

Insight: If you have certain fields in your previous system that you cannot find in Zoho Books, you can create custom fields for them in Zoho Books.

Exporting Data from QuickBooks

You will have to export the following from QuickBooks Online to import them later into Zoho Books. Here’s how you can:

Export Account List

The Account List in QuickBooks is the Chart of Accounts in Zoho Books. To export:

Export Trial Balance and Other Reports

Export all the necessary reports from QuickBooks Online. While importing them into Zoho Books, ensure that, all the mandatory fields are included in the import file.

If you are migrating at the beginning of a financial year, then export the Trial Balance and the Inentory Valuation Detail reports as on the starting date of the current financial year.

Let’s say you begin your accounting on 1 April 2022. In this case, export the Trial Balance and the Inventory Valuation Detail reports with the last date as 31 March 2022.

To export reports from Quick Books:

Insight: Data can be uploaded either as CSV (Comma Separated Value), TSV (Tab Separated Value), or XLS (Excel Spreadsheet) files in Zoho Books.

Export Lists

You can export the list of Customers and Vendors from QuickBooks. Here’s how:

Customers

To import customers from QuickBooks:

Insight: All the customers and the sub-customers in QuickBooks will be saved as parent customers in Zoho Books.

Below is the list of fields in your import file:

QuickBooks Online Zoho Books Comments
Customer Display Name Mandatory
Phone Numbers Mobile Phone Not necessary for import
Email Email ID Not necessary for import
Full Name Customer/Vendor Name Not necessary for import
Billing Address Billing Address Not necessary for import
Shipping Address Shipping Address Not necessary for import
Last Modified Last Modified Time Not necessary for import
Create Date Created Time Not necessary for import
Last Modified By Not necessary for import
Website Website Not necessary for import
Delivery Method Not necessary for import
Other Not necessary for import
Tax Rate Tax Rate Mandatory
Taxable Taxable Mandatory
Resale # Custom field 
Credit Card # Custom field 
Terms Payment Terms Not necessary for import
CC Expires Custom field 
Payment Method Custom field 
Customer Type Custom field 
Billing Street Billing Street2 Not necessary for import
Billing City Billing City Not necessary for import
Billing State Billing State Not necessary for import
Billing ZIP Billing Code Not necessary for import
Billing Country Billing Country Not necessary for import
Shipping Street Shipping Street2 Not necessary for import
Shipping State Shipping State Not necessary for import
Shipping City Shipping City Not necessary for import
Shipping Country Shipping Country Not necessary for import
Last Name Last Name Not necessary for import
First Name First Name Not necessary for import
Shipping ZIP Shipping Code Not necessary for import
Currency Currency Code Mandatory

Vendors (Suppliers)

To import your vendors (suppliers) from QuickBooks:

Below is the list of fields in your import file:

QuickBooks Online Zoho Books Comments Fields in Zoho Books which are not available in QB
Supplier Vendor Display Name Mandatory Customer/Vendor ID
Email Email ID Not necessary for import Taxable
Address Billing Address Not necessary for import Tax Percentage
Account # Not necessary for import Tax Type
First Name First Name Not necessary for import Exemption ReasonState
Website Website Not necessary for import Customer/Vendor Name
Create Date Created Time Not necessary for import Salutation
Tax ID Not necessary for import Skype Identity
Country Billing Country Not necessary for import Facebook
Created By Not necessary for import Twitter
Terms Payment Terms Not necessary for import Credit Limit
Company Name Company Name Not necessary for import Price List
City Billing City Not necessary for import Notes
Street Billing Street2 Not necessary for import Customer/Vendor Address ID
Currency Currency Code Mandatory Billing Attention
Not necessary for import Billing Phone
Not necessary for import Billing Fax
Not necessary for import Shipping Attention
Not necessary for import Shipping Address
Not necessary for import Shipping Street2
Not necessary for import Shipping City
Not necessary for import Shipping State
Not necessary for import Shipping Country
Not necessary for import Shipping Code
Not necessary for import Shipping Phone
Not necessary for import Shipping Fax
Not necessary for import Source
Not necessary for import Last Sync Time
Not necessary for import Status

Export Other Modules

Import the details from other modules in QuickBooks by importing the relevant reports. Here’s how:

Items (Products and Services)

You can import the list of products and services you sell from Quick Books to Zoho Books by exporting the Products/Services List. Here’s how:

Below is the list of fields in your import file:

QuickBooks Online Zoho Books Comments Fields in Zoho Books which are not available in QB
Product/Service Item Name Mandatory/ Description Item ID  
Type Product Type  Not necessary for import Taxable  
Description Description Not necessary for import Exemption Reason  
Price Rate Mandatory Reference ID  
Cost Purchase Rate Mandatory Source
Taxable Taxable Not necessary for import Last Sync Time
Purchase Description Purchase Description Not necessary for import Item Type  
Expense Account Purchase Account Mandatory Usage unit  
Cost Purchase Rate Mandatory Inventory Account  
Expense Account Purchase Account Mandatory Initial Stock  
Preferred Vendor Vendor Not necessary for import Initial Stock Rate  

Sales Transactions

Sales transactions can be imported from QuickBooks to Zoho Books using the Sales by Product Service report. Here’s how:

If you wish to import open Invoices you’ll have to search for the Open Invoice in the reports section and export it.

Below is the list of fields in your import file:

QuickBooks Online Zoho Books Comments Fields in Zoho Books which are not available in QB
Date Invoice Date Mandatory Invoice ID
Num Invoice Number Mandatory Estimate Number
Customer Customer Name Mandatory Invoice Status
Qty Quantity Not necessary for import Customer ID
Sales Price Item Price Not necessary for import Is Inclusive Tax
Amount Total Not necessary for import Invoice Level Tax
Balance Balance Not necessary for import Invoice Level Tax %
Product/Service Item Name Not necessary for import Invoice Level Tax Type
SKU Not necessary for import Invoice Level Tax Exemption Reason
Taxable Not necessary for import Invoice Level Tax Authority
Create Date Not necessary for import Due Date
Last Modified Not necessary for import Expected Payment Date
Created By Not necessary for import Purchase Order
Last Modified By Not necessary for import Template Name
Client/Vendor Message Not necessary for import Discount Type
Payment Method  Not necessary for import Is Discount Before Tax
A/R Paid Not necessary for import Entity Discount Percent
Open Balance Not necessary for import Entity Discount Amount
Tax Name Item Tax Not necessary for import Product ID
Foreign Net Amount Not necessary for import Usage unit
Foreign Tax Amount Not necessary for import Discount
Foreign Amount Not necessary for import Discount Amount
Not necessary for import Expense Reference ID
Not necessary for import Sales Order Number
Not necessary for import Tax ID
Not necessary for import Item Tax %
Not necessary for import Item Tax Type
Not necessary for import Item Tax Authority
Not necessary for import Item Tax Exemption Reason
Not necessary for import Item Total
Not necessary for import Custom Charges
Not necessary for import Shipping Bill#
Not necessary for import Shipping Bill Date
Not necessary for import Shipping Bill Total
Not necessary for import PortCode
Not necessary for import Shipping Charge
Not necessary for import Adjustment
Not necessary for import Adjustment Description
Not necessary for import Round Off
Not necessary for import Sales person
Not necessary for import Payment Terms
Not necessary for import Payment Terms Label
Not necessary for import Last Payment Date
Not necessary for import Notes
Not necessary for import Terms & Conditions
Not necessary for import Recurrence Name
Not necessary for import PayPal
Not necessary for import Authorize.Net
Not necessary for import Google Checkout
Not necessary for import Payflow Pro
Not necessary for import Stripe
Not necessary for import 2Checkout
Not necessary for import Braintree
Not necessary for import Forte
Not necessary for import WorldPay
Not necessary for import Payments Pro
Not necessary for import Square
Not necessary for import WePay
Not necessary for import Razorpay
Not necessary for import GoCardless
Not necessary for import Partial Payments
Not necessary for import Billing Address
Not necessary for import Billing City
Not necessary for import Billing State
Not necessary for import Billing Country
Not necessary for import Billing Code
Not necessary for import Billing Phone
Not necessary for import Billing Fax
Not necessary for import Shipping Address
Not necessary for import Shipping City
Not necessary for import Shipping State
Not necessary for import Shipping Country
Not necessary for import Shipping Code
Not necessary for import Shipping Fax
Not necessary for import Shipping Phone Number

Purchase Transactions

Import the purchase transactions from QuickBooks to Zoho Books using the Unpaid Bills report. Here’s how:

Prepare Exported Data for Import

The data that you’ve exported from QuickBooks will have to now be prepared for import. Here’s how:

Chart of Accounts

The account list that you’ve exported from QuickBooks will be imported as Chart of Accounts in Zoho Books. However, if you wish to add new accounts to Zoho Books to match them to any of your accounts in QuickBooks:

If you wish to add this account to the Watchlist on the Dashboard then check the option to add to the watchlist and click Save.

Notes: Some account types in Quick Books may vary from those in Zoho Books. Ensure that you make the necessary changes before importing the import file.

Also, if you have sub-accounts, make sure to include the parent accounts in the top followed by the child accounts in the import file. Here’s how you can map the accounts:

Opening Balance

Trial Balance

You’ll have to enter the opening balance in Zoho Books. The opening balance is the closing balance in your trial balance. After you have exported it, you can get the balances for each account using the Trial Balance and update them in Zoho Books.

Reports for Customer/Vendor Payments and Balances

In QuickBooks Online

The opening balance of a customer is the total value of two major entities:

In QuickBooks Online, both the entities are tracked under a single account, i.e. the Accounts Receivable (A/R) account.

Similarly, the opening balance of a vendor is the total value of two major entities:

Both the entities are tracked under a single account, i.e. the Accounts Payable (A/P) account in QuickBooks Online.

In Zoho Books

In Zoho Books both the outstanding invoices and the advance payments of customers are tracked under two different accounts:

Similarly, both the outstanding bills and advance payments of vendors are tracked under two different accounts:

Now let’s see how to export customer and vendor balances from QuickBooks Online.

Export Customer Balances

The Accounts Receivable (A/R) report contains the details of Outstanding Invoices and Customer Advances.

To export the Accounts Receivable (A/R) report:

When you filter this report based on the Transaction Type, you can see two different types of transactions:

  1. Invoices The transactions listed here will contain all the Outstanding Invoices of the customer.

  2. Payments The transactions listed here will contain all the Customer Advances of each customer.

Export Vendor Balances

Next, you’ll have to import into Zoho Books two major entities for your vendors:

These can be obtained from the Accounts Payable (A/P) account.

To export the Accounts Payable (A/P) report:

When you filter this report based on the Transaction Type, you can see two different types of transactions:

  1. Bills The transactions listed here will contain all the Outstanding Bills of the vendor.

  2. Payments The transactions listed here will contain all the Vendor Advances of each vendor.

Overseas Customers and Vendors

If you deal with your overseas customers/vendors in different currencies and have created transactions for them in QuickBooks Online, you can get their opening balances as well.

For each currency, the A/R and A/P reports will be created separately. You can save these reports based on the currency name. For example, if you are exporting Dirhams (AED), then you can save the report as A/R in AED.

Once done, you will be able to view all the outstanding invoices and advance payments done by your overseas customers. This will be used as your exchange rate for that particular customer in Zoho Books.

When you import the balances of your overseas customers or vendors into Zoho Books, you’ll need to convert them into their base currency by taking the Average Exchange Rate for each currency. In Zoho Books, all these currencies will be tracked under one account.

The customers and vendors will be grouped as per their currency in the Accounts Receivable (A/R) account.

Overseas Vendors

You can follow similar steps for getting the balances of your overseas vendors. Here’s how:

For each currency, the A/P report will be created separately. You can save these reports based on the currency name. For example, if you are exporting Dirhams (AED), then you can save the report as A/P in AED. However, when importing them into Zoho Books, all these foreign currency amounts will be tracked under one account, irrespective of their currencies.

After doing this, you will be able to view all the outstanding bills and advance payments for your vendors. Calculate the average exchange rate of all the exchange rates of any currency, and this would be used as your exchange rate for the particular vendor in Zoho Books.

Import the Data into Zoho Books

Data can be imported from QuickBooks Online to Zoho Books in two ways:

Import Transactions of the Current Financial Year (Recommended)

Enter the Opening Balance Date as the date on which you begin the current financial year and bring in your current, as well as the transactions before the opening balance date.

After this, enter the closing balance of each account as on that date and import the corresponding open transactions into Zoho Books.

We recommend that you use this approach to import data into Zoho Books. We’ll be following this approach in this help document.

Import Historical Data

Enter the Opening Balance Date as the date on which you started your business and bring in all the transactions you have created since that date.

Let’s say, you have started your business on 21 February 2011. You can enter the opening balance date as 21 February 2011 and import all the open transactions you have carried out from that date until the current date.

Import Data for Each Module

Now, let’s see how you can import all your data from QuickBooks Online to Zoho Books based on the reports that you’ve exported.

Notes: Before you import your data into Zoho Books, you’ll have to make sure that the import file has the recognised format for GST related information.

Insight: If you have attachments, you can download them from QuickBooks and import them into Zoho Books as Documents and manually match them with the transactions. However, we are working on a tool that would automatically match the Transaction ID with the attachments. We’ll update this space once it’s ready.

For a smooth migration, import the modules into Zoho Books in the given order:

Chart of Accounts

The Chart of Accounts refers to the list of accounts that are used in a company’s general ledger. The Accounts List report in QuickBooks Online is the equivalent of the Chart of Accounts module in Zoho Books (you would have already exported this report in earlier steps).

The Chart of Accounts in Zoho Books consists of a list of predefined accounts, most of which will be similar to the accounts in QuickBooks Online. So, when you’re importing your accounts into Zoho Books, you can skip the duplicate accounts and import just the additional accounts that you have.

Notes: All the accounts and sub accounts from QuickBooks will be imported as Parent accounts in Zoho Books. You can mark them as sub accounts after importing.

To import the chart of accounts into Zoho Books:

Import Chart of Accounts

Import Accounts

Import Account

import Account

After this, the Chart of Accounts will be imported into Zoho Books.

Customers and Vendors

After importing your Chart of Accounts, import your customers and vendors into Zoho Books.

The Customer Contact List and the Vendor Contact List reports in QuickBooks Online is the equivalent of the Customers and Vendors module in Zoho Books (you would have already exported these reports in earlier steps).

Mandatory Fields There are a few mandatory fields for Customers and Vendors in Zoho Books. While importing them, make sure you include the following fields in the import file:

If you have enabled sales tax in your Zoho Books organisation, these fields will be available in the import file. If you are not able to find these fields in the sample file in Zoho Books, then add them as custom fields after which, they will appear in the sample file.

You can also include additional fields for your customers/vendors by creating custom fields in Zoho Books and mapping these fields to the fields in the import file (Map Fields page).

You can either add your customers and vendors manually , or you can import them.

Import Customers and Vendors:

To import your customers and vendors into Zoho Books:

Import Customers

Import File

Import file

To manually add customers and vendors:

Items

Items are all the goods and services in your organisation.

The Product/Service List report in QuickBooks Online is the equivalent of the items present in the Items module in Zoho Books (you would exported the Product/Service List report earlier ).

Track Inventory in Zoho Books

To track inventory for your items in Zoho Books, you’ll have to enable inventory. Here’s how you can do it:

Item preference

Mandatory Fields

During the import, include the following fields in the import file to track inventory for your items:

Import Items

To import your items into Zoho Books:

item

Item Import

Item Import

All your items (products and services) will be imported to Zoho Books.

Opening Balances

Opening Balances are the closing balances of different accounts in your QuickBooks Online organisation.

The Trial Balance report exported earlier from QuickBooks contains the opening balances. You will have to add all the balances in this report to Zoho Books.

While entering the opening balances in Zoho Books, make sure you enter them in the following order:

To enter your opening balances in Zoho Books:

Edit Opening Balance

In this page, you’ll be able to enter all your opening balances.

Customers and Vendors Opening Balance

There are two ways to enter the opening balances for customers:

Notes: If you have added the opening balances of your customers while creating or importing them, you’ll not be able to import the balances.

To import your customers’ balances in the Opening Balances module:

import contacts

Import Contacts

import opening balance

After this, you would have successfully imported all your customers’ opening balances.

Notes: Opening balances can be imported only if the customers already exist in Zoho Books.

Assets

The inventory asset and other asset accounts will be listed here. Enter the balances against the corresponding accounts.

import assets

Expenses

Enter the opening balances for the different expense accounts in your organization. Enter the balances against the corresponding accounts.

expenses

Bank

If you have added any bank accounts in Zoho Books, you’ll be able to view them here. Enter the bank balance for these accounts.

Liability

Liabilities and Other Current Liabilities will be listed here. Enter the account balances against the corresponding accounts.

liabilities

Equity

Accounts such as Drawings, Retained Earnings and Owner’s Equity will be listed here. Enter the balances against the corresponding accounts.

equity

Income

Accounts related to your business income such as Sales, Discounts, etc,. will be listed under the Income section. Enter the balances against the corresponding accounts.

income

opening balance

You have now successfully entered the opening balances.

After you’ve made changes to all the accounts mentioned below, follow these steps:

opening balance

Notes: You’ll be able to see an additional column Available Balance. The value in this column will be populated based on the transactions that you have created before the opening balance date.

You can add new account(s) under any category by clicking + New in the respective category.

The opening balances in Zoho Books can be edited at any point of time.

If you’re migrating in the middle of a financial year and would like to bring in the transactions after the opening balance date into Zoho Books, import these post-dated transactions after entering your opening balances.

Sales and Purchases

The outstanding invoices or bills and advance payments from your customers and vendors in QuickBooks can be used to import sales and purchase transactions.

If you have already entered the opening balances of your customers, you’ll not be able to bring in their open transactions. The pre-dated transactions will sync with the opening balances.

Let us see how to bring in the following transactions into Zoho Books:

Sales

Sales transactions mostly include your invoices and the payments that you received from your local and overseas customers. You’ll have to import two major aspects in the sales transactions:

As the opening balances (Customer Balances) for the customers have been imported while creating the customer, it is not necessary to create or import open invoices again. The open customer advances will however have to be imported.

As the opening balances (Customer Balances) for the customers have been imported while creating them, it is not necessary to create or import open invoices again. The open customer advances will however have to be imported.

If you had exported the Accounts Receivables (A/R) report from QuickBooks Online the Payments section will contain all the payments received from different customers. Import these details into Zoho Books. Here’s how:

payments

payments

payments

The customer advances will be imported to Zoho Books.

Notes: The open transactions should be dated before the opening balance date.

Purchases

Purchase transactions mostly include your bills and the payments that you have made to your local and overseas vendors. You’ll have to import two major aspects in the purchase transactions:

If you had exported the Accounts Payables (A/P) report from QuickBooks Online the Payments section will contain all the outstanding bills and payments made to vendors.

You’ll first have to import your bills into Zoho Books, followed by the payments you receive from various vendors.

To import the open vendor advances:

import-payments

import payments

import Payments

Your open vendor advances will be imported.

After importing your bills, vendor advances and customer advances, you would’ve successfully imported all your pre-dated open transactions (transactions before the opening balance date).

Also, if you have inventory items and wish to bring in the closed transactions of the previous financial year as well, then:

Notes: If you have Jobs in QuickBooks Online, you can create them as Projects inside Zoho Books.

Sync Transactions

After you have imported all the required transactions, it is important that you check if they’ve been properly synced with the Opening Balances. Only then will you get accurate account values in the Trial Balance report.

If you had imported transactions that are dated on or before the migration date, then you need to sync them manually with the Opening Balances in Zoho Books. To do this:

Banking

With Zoho Books, you can add your bank account and fetch live bank feeds. You can also import your bank statements manually.

Live Bank Feeds

If you choose to fetch live feeds from your bank, fetch the feeds from the date you’ve entered the opening balance, as there is a chance of automatically fetching the previous financial year’s statements.

To add a bank account and fetch live bank feeds:

Bank Account

Import Bank Statements

To import bank statements, add a bank or credit card account manually in Zoho Books and upload their statements. Here’s how you can do it:

import-bank

add bank

After you’ve added a bank or credit card account, you can import their statements by clicking the Import Statement button. You can also record transactions for them in Zoho Books by clicking Add Transaction and selecting the required transaction.

Bank Account

Notes: The transactions for the last 90 days only can be fetched into Zoho Books.

What You Can Do after Migrating

Now that you have migrated to Zoho Books successfully, you can customise your organisation further. You can set up payment gateways to accept online payments or integrate with other apps such as Zoho CRM and Zoho Analytics.

Zoho Books also has many features that you can utilise to streamline your accounting process, here’s some of them to get you started:

If you have any queries about the integration, you can write to us at support@zohobooks.com.

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