Migrate From QuickBooks to Zoho Books

Zoho Books is a powerful accounting software which helps you manage your business end-to-end. In this guide, we wish to help you migrate your data from QuickBooks Online, including your customers, accounts, items, and other modules into Zoho Books, using our DIY migration solution.

Prerequisite: You should have a Paid/Active subscription with QuickBooks Online.

Limitations on Migrating Your Data From QuickBooks to Zoho Books

Before migrating your QuickBooks Online data into Zoho Books, it’s important that you’re aware of the limitations of the migration. They include:

To read all the prerequisites and limitations on migrating your data from QuickBooks to your Zoho Books organization, refer to our help document.

Steps To Migrate Your Data From QuickBooks to Zoho Books

1. Connect to QuickBooks

To migrate your data into Zoho Books, you should connect your QuickBooks Online organisation with your Zoho Books organisation. Here’s how:

Connect to QuickBooks Select your Company

You will now be redirected to the QBO migration module, and your QuickBooks organisation will be connected to your new Zoho Books organisation.

2. Configure Profile

Once you are connected to your QuickBooks organisation, you have to configure preferences for your Zoho Books organisation. Here’s how:

Configure Profile

a. GST Details

It is mandatory for businesses with a turnover of more than 20 lakhs per annum to be registered for GST in India. If your business has been registered for GST, you can configure your GST settings in Zoho Books. Here’s how:

Configure GST Details

Learn how to configure your GST settings. This will update your GST settings that will reflect in your transactions, reports and returns.

If you want to file your GST returns from Zoho Books, you should enable online filing.

b. Item Preferences

To track inventory for your items:

Configure Item Preferences Enable Inventory Tracking

You will now be able to track inventory for all the items that you have imported into Zoho Books.

c. Other Preferences

SKU for Inventory

You can track inventory for the items in your organisation seamlessly using the Stock Keeping Unit (SKU). To do so, you will have to mark the SKU field as active and mandatory in Zoho Books. Here’s how:

Configure SKU Mark SKU as Active and Mandatory

The SKU field will be made active and mandatory.

Enable Timesheet

To start creating and tracking your projects in Zoho Books, you will need to enable the Timesheet module. Here’s how you can do it:

Configure Timesheet Enable Timesheet

You will now be able to log the time spent on performing individual tasks associated with your projects in Zoho Books.


3. Fetch Masters

Once you configure your preferences, you should fetch your data including your items, contacts, vendors, and chart of accounts into Zoho Books. Here’s how:

Fetch Masters Fetch Masters

This will fetch all your masters into your Zoho Books organisation.

Once your masters are fetched, you will receive a confirmation notification in the app.

Download Failed Records

The modules fetched in this section are:

4. Fetch Transactions

After fetching masters, you should fetch your sales and purchase transactions from your QuickBooks organisation. Here’s how:

Fetch Transactions Fetch Transactions

This will fetch all your transactions into your Zoho Books organisation.

Once your transactions are fetched, you will receive a confirmation notification in the app.

Note: You can fetch transactions into Zoho Books only after you resolve the errors and upload the updated files under Fetch Masters.

Download Failed Transactions

The modules fetched under Purchase transactions are:

The modules fetched under Sales Transactions are:

The modules fetched under Others are:

5. Fetch your Transaction’s Attachments

After you fetch your transactions into Zoho Books, you should fetch the documents attached to different transactions from your QuickBooks organisation. Here’s how:

Fetch your Transaction's Attachments

This will fetch all your attachments into Zoho Books.

Once your attachments are fetched, you will receive a confirmation notification in the app.

Note: You can fetch your transaction’s attachments into Zoho Books only after you resolve the errors and upload the updated files under Fetch Transactions.

Download Failed Attachments

6. Verify Opening Balances

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

To verify the current year’s opening balances that you’ve imported from your QuickBooks Online organisation:

Verify Opening Balances

You will be redirected to the Opening Balances module under Settings where the opening balances for all the default accounts will be auto-populated.

Opening Balances

Note: The Migration Date will be the date you select as the Transaction Fetching Date in the Fetch Transactions popup. Your opening balances will be calculated based on the transactions recorded in your QuickBooks organization before the migration date. Once you click Continue, you won’t be able to modify the opening balance by changing the migration date manually.

You can manually update the opening balances for an account in Zoho Books any time. Learn how.

7. Verify Closing Balances

To verify your closing balances calculated by QuickBooks Online and Zoho Books:

Verify Closing Balances

If one of your accounts has a difference in the closing balances, you should adjust the difference to complete migration. Here’s how:

Closing Balances Adjust Differences

This will complete the migration process and import your data into Zoho Books.

Migrate From QuickBooks to Zoho Books Using the Manual Migration Tool

If you want to import your QuickBooks account’s data yourself, you can use the manual migration tool. The manual migration tool enables you to easily import your list of accounts, customers, vendors, products and services, sales and purchase transactions, opening balances, and other data from your QuickBooks account into Zoho Books. Also, you don’t have to export the data in your QuickBooks account; we’ll help you export the data. Read our help document on the manual migration tool for more information.

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:

Note: If you have any queries, or if you’re facing any issues with the migration process, write to us at support.india@zohobooks.com and we will help you migrate from QuickBooks to Zoho Books.

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