## Documentation Index Access the complete documentation index at: https://www.zoho.com/in/books/help/llms.txt Use this file to discover all available documentation pages before proceeding. # Migrate From QuickBooks Online to Zoho Books You can now import your chart of accounts, customers, vendors, products and services, sales and purchase transactions, opening balances, and other data from your QuickBooks Online account into Zoho Books easily. In this document, we will explain each step involved in this migration process. **Note:** If you don’t have access to the migration tool, write to us at [migrations@zohobooks.com](mailto:migrations@zohobooks.com) and request to enable the tool for your Zoho Books organisation. ## Migrate Your QuickBooks Online Data To migrate your QuickBooks Online data into Zoho Books, you must first export all the data from QuickBooks Online as a ZIP file. Once you have the ZIP file, you can migrate the data into your Zoho Books organisation. Here’s how: * Go to the **QBO Migration** module on the left sidebar. ![Click Migrate from QuickBooks](/in/books/help/images/qbo/migrate-to-qbo.png) The import process consists of three steps: * [Configure your Zoho Books organisation’s preferences](/in/books/help/migration/quickbooks-online.html#configure-organisation-preferences) * [Import your QuickBooks account’s data](/in/books/help/migration/quickbooks-online.html#import-data) * [Verify your closing balance](/in/books/help/migration/quickbooks-online.html#verify-closing-balance) ### 1\. Configure Organisation Preferences To configure your Zoho Books organisation: * In the _Migrate your data to get started with Zoho Books section_, click **Configure Preferences** next to _Configure Organisation Preferences_. ![Click Configure Preferences](/in/books/help/images/qbo/configure-preferences.png) In the _Configure Organisation Preferences_ page, you can configure the following preferences: * [GST details](/in/books/help/migration/quickbooks-online.html#gst-details) * [Item preferences](/in/books/help/migration/quickbooks-online.html#item-preferences) * [Other preferences](/in/books/help/migration/quickbooks-online.html#other-preferences) #### 1.1 GST Details If your business is [GST registered](/in/books/help/settings/taxes.html#gst-settings), you can enter the GST details, and configure taxes in Zoho Books. Here’s how: * In the _Configure Organisation Preferences_ page, click **Configure** next to _GST Details_. ![Click Configure](/in/books/help/images/qbo/configure-gst-details.png) * In the _GST Settings_ page, select the **Is your business registered for GST?** option. * Enter your 15 digits **GSTIN**. * Enter the date on which your business was registered for GST in the **GST Registered On** field. ![Enter the GST details](/in/books/help/images/qbo/gst-settings.png) * Click **Save**. If your business is not GST registered, you can create pre-GST taxes in the **Tax Rates** section. Once you’ve entered the GST details, click **Back** on the top left corner of the page. #### 1.2 Item Preferences In [item preferences](/books/help/items/item-preferences.html), you can enable inventory tracking, and enable HSN or SAC field. Here’s how: * In the _Configure Organisation Preferences_ page, click **Configure** next to _Item Preferences_. ![Click Configure](/in/books/help/images/qbo/configure-item-preferences.png) * To enable inventory tracking, select the **Enable Inventory Tracking** option and enter the **Inventory Start Date**. This date should be the same as your Opening Balance Date. ![Enter the Inventory Start Date](/in/books/help/images/qbo/inventory-start-date.png) * To enable the HSN code or SAC field, check the **Enable the HSN Code or SAC field** option under _HSN Code or SAC_. Select the **4-digit HSN Code or SAC** option if your business’s annual turnover was less than ₹5 crores in the previous year and the **6-digit HSN Code or SAC** option otherwise. ![Enable HSN Code or SAC Field](/in/books/help/images/qbo/enable-hsn-sac.png) * Click **Save**. Once you’ve configured the item preferences, click **Back** on the top left corner of the page. #### 1.3. Other Preferences ##### 1.3.1 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: * In the _Configure Organisation Preferences_ page, click **Configure** next to _SKU for Inventory_. ![Click Configure](/in/books/help/images/qbo/configure-sku.png) * Hover over the **SKU** field and click the dropdown. * Select **Mark as Active** and **Mark as Mandatory**. ![Mark as Active/ Mark as Mandatory](/in/books/help/images/qbo/sku-mark-as-active-and-mandatory.png) The SKU field will be made active and mandatory for all items. Click **Back** on the top left corner of the page. ##### 1.3.2 Enable Timesheet To start creating and tracking your projects in Zoho Books, you will need to enable the [Timesheet](/books/help/timesheet/) module. Here’s how you can do it: * In the _Configure Organisation Preferences_ page, click **Configure** next to _Enable Timesheet_ section. ![Click Configure](/in/books/help/images/qbo/configure-timesheet.png) * In the _Settings_ page, click **General**. * Check the **Timesheet** option under _Select the modules you would like to enable_ section. * Click **Save** at the bottom of the page. ![Select Timesheet](/in/books/help/images/qbo/enable-timesheet.png) You will now be able to log time spent performing individual tasks associated with your projects in Zoho Books. Click **Back** on the top left corner of the page. ##### 1.3.3 Associate Locations as Reporting Tags If you have your items, contacts, or transactions associated with certain locations, you can track them in Zoho Books using [Reporting Tags](/books/help/settings/reporting-tags.html). To create a reporting tag: * In the _Configure Organisation Preferences_ page, click **Configure** next to _Associate Locations as Reporting Tags_. ![Click Configure](/in/books/help/images/qbo/manual-migration-tool/configure-reporting-tags.png) * In the _Settings_ page, select **Reporting Tags**. * Click **\+ New Tag** in the top right corner. ![Reporting Tags](/in/books/help/images/qbo/new-tag.png) * Enter a **Tag Name** and provide the Options. * Add more options by clicking **\+ Add Another Option** or delete an option by clicking the **Delete** icon. * Click **Save**. ![Create Reporting Tag](/in/books/help/images/qbo/create-reporting-tag.png) You will now be able to associate reporting tags with different transactions and records and filter your reports using them. Click **Back** on the top left corner of the page. ##### 1.3.4 Customise and Create New Fields If you have certain fields in your transactions that you cannot find in Zoho Books, you can create [Fields](/in/books/help/settings/customization/custom-fields.html) for them. Here’s how: * In the _Configure Organisation Preferences_ page, click **Configure** next to _Customize and Create New Fields_. ![Click Configure](/in/books/help/images/qbo/configure-custom-fields.png) * In the _Settings_ page, select **Preferences.** * Select the module in the left menu for which you want to create a custom field. * Next, select the **Fields** tab at the top of the page. * Click **\+ New Field** on the top right corner of the page. ![null](/in/books/help/images/qbo/new-custom-field.png) * Fill in the required fields and click **Save.** ![Enter the Custom Field details](/in/books/help/images/qbo/create-new-custom-field.png) Once you configure all the organisation preferences, click **Continue.** The organisation preferences you configured will be saved. ### 2\. Import Your Data Now that you’ve configured your organisation preferences, you can import your QuickBooks Online data into your Zoho Books organisation. Here’s how: * In the _Migrate your data to get started with Zoho Books_ section, click **Import Data** next to _Migrate Your Data_. ![Click Import Data](/in/books/help/images/qbo/import-data.png) You can import the following data: * [Masters](/in/books/help/migration/quickbooks-online.html#masters) * [Opening Balances](/in/books/help/migration/quickbooks-online.html#opening-balances) * [Purchases](/in/books/help/migration/quickbooks-online.html#purchases) * [Sales](/in/books/help/migration/quickbooks-online.html#sales) * [Journals](/in/books/help/migration/quickbooks-online.html#journals) #### 2.1 Masters In the _Masters_ section, you can import your QuickBooks Online account’s Chart of Accounts (Account List), Items (Products and Services), Customers, and Vendors data. Here’s how: * Click the module that you’re importing and click **Choose File** under the module. ![Click Choose File](/in/books/help/images/qbo/masters-choose-file.png) **Insight:** You can download the sample file and use it to ensure that the exported file is in the same format. * On the page that appears, select the file that you want to import and click **Open**. * Click **Upload** next to the respective section. ![Click Upload](/in/books/help/images/qbo/masters-upload.png) * The _Uploaded File Preview_ page will appear. Make sure that the value in _No. of records skipped_ section is zero. If it is non-zero, click the _No.of records skipped_ dropdown to view the reason why the fields could not be imported. Enter the correct details in the import file, click **Cancel**, and import the corrected file. ![Number of Records Skipped](/in/books/help/images/qbo/records-skipped.png) * Click **Import and Continue**. ![Click Import and Continue](/in/books/help/images/qbo/import-and-continue.png) Once the import is successful, the status of that module will change to _File Uploaded_. ![File Uploaded](/in/books/help/images/qbo/masters-file-uploaded.png) Follow the same process for the other modules under the _Masters_ tab. Click **Continue** once you’ve imported data for all the modules under the _Masters_ tab. #### 2.2 Opening Balances In the _Opening Balances_ section, you can import your QuickBooks Online accounts’ Opening Balances, Accounts Receivable, and Accounts Payable data. To import them: * Follow the same steps you followed to import the modules under the [_Masters_](/in/books/help/migration/quickbooks-online.html#masters) tab. * Click **Continue** once you’ve imported the data for all the accounts in this page. **Note:** To update the opening balance of your customers, you will have to import the **Customer Balance Detail** report in the _Accounts Receivable_ module. Similarly, to update the opening balance of your vendors, you will have to import the **Supplier Balance Detail** report in the _Accounts Payable_ module. ![Upload data in the Opening Balances page](/in/books/help/images/qbo/opening-balances.png) #### 2.3 Purchases In the _Purchases_ section, you can import your QuickBooks Online accounts’ expenses, purchase orders, bills, payments made, and vendor credits. To import them: * Follow the same steps you followed to import the modules under the [_Masters_](/in/books/help/migration/quickbooks-online.html#masters) tab. * Click **Continue** once you’ve imported the data for all the modules under the _Purchases_ tab. ![Upload data in the Purchases page](/in/books/help/images/qbo/purchases.png) #### 2.4 Sales Under the _Sales_ section, you can import your QuickBooks Online accounts’ estimates, sales orders, invoices, payments received, and credit notes. To import them: * Follow the same steps you followed to import the modules under the [_Masters_](/in/books/help/migration/quickbooks-online.html#masters) tab. * Click **Continue** once you’ve imported data for all the modules under the _Sales_ tab. ![Upload data in the Sales page](/in/books/help/images/qbo/sales.png) #### 2.5 Journals In the _Journals_ section, you can import the journals from your QuickBooks Online account. Here’s how: * Follow the same steps you followed to import the modules under the [_Masters_](/in/books/help/migration/quickbooks-online.html#masters) tab. * Click **Save and Verify Closing Balance**. You’ll be redirected to the _Import Trial Balance and Journal Report_ page where you will have to import the trial balance and journal report. ![Click Save and Verify Closing Balance](/in/books/help/images/qbo/journals-save-and-verify-closing-balance.png) ### 3\. Verify Closing Balance On the _Import Trial Balance and Journal Report_ page, you’ll have to import the trial balance and journal report of your QuickBooks Online account to verify your closing balance. Here’s how: * Click **Trial Balance** or **Journal Repor\*\*\*\*t**. * Click **Choose File** under _Trial Balance_ or _Journal Report_. * On the page that appears, select the file that you want to import and click **Open**. * Click **Upload** next to the respective section. * Click **Import and Continue**. * Click **Verify Balances** after you import the correct trial balance and journal report. ![Click Verify Balance](/in/books/help/images/qbo/reports-verify-balances.png) Once you’ve imported them, you can view the summary of the closing balance in Zoho Books, the closing balance in QuickBooks, and the net difference in closing balances. ![Verify Closing balances page](/in/books/help/images/qbo/verify-closing-balance.png) By selecting an account, you can view the transactions recorded in Zoho Books for that account and the transactions imported from QuickBooks. ![Trial Balance Review page](/in/books/help/images/qbo/trial-balance-review.png) Make sure that there is no mismatch between the transactions recorded in Zoho Books for that account and the transactions imported from QuickBooks. However, if there is a mismatch, click the **Adjust Difference** dropdown on the top right corner of the page and: ![Click Adjust Difference](/in/books/help/images/qbo/adjust-difference.png) * Select **Add Journal Entry** if you want to create a manual journal in Zoho Books to adjust the difference. * You’ll be redirected to the _New Journal_ page. Enter the **Date** on which the adjustment was made. Ensure that this date is the same date on which you created the journal entry in your QuickBooks organisation. * Enter the **Reference Number** with which the journal will be associated. Enter the reason for creating the journal entry in the **Notes** field. Notes is a mandatory field as the reason for creating each journal entry is unique. * Check the _Journal Type_ as **Cash based journal** if the adjustment was done by cash. * Select the currency in which the journal entry was made from the **Currency** dropdown. * Select the Account from which the amount is debited and an account to which the amount is credited. * Choose the contact whom you wish to associate with the journal entry. * Enter the Debit and Credit amount that needs to be recorded. Ensure that the amount debited is equal to the amount credited. * Click **Save and Publish**. ![Create a new journal entry](/in/books/help/images/qbo/new-journal.png) Refer to our help document on [Manual Journals](/books/help/accountant/manual-journal.html) for more information. * Select **Add Transaction** if you want to create a transaction in Zoho Books to adjust the difference. * You’ll be redirected to the _New Invoice_ page. Click _Sales_ in the LHS if you want to create an estimate, sales order, invoice, or credit note. Click _Purchases_ in the LHS if you want to create an expense, bill, purchase order, or vendor credit. * Click the **+** button next to the module. Enter the required details. Ensure that the transaction date is the same as the date on which you created the transaction in your QuickBooks organisation. * Click **Save**. ![Create a new transaction](/in/books/help/images/qbo/new-transaction.png) * Select **Adjust Opening Balance** if you want to adjust the opening balance recorded in Zoho Books to adjust the difference. * You’ll be redirected to the _Opening Balances_ page. Select the account for which you want to adjust the opening balance. * Enter the Debit and Credit balance for that account. * Click **Continue**. ![Adjust opening balance](/in/books/help/images/qbo/adjust-opening-balance.png) Refer to our help document on [Opening Balances](/books/help/settings/opening-balances.html) for more information. In case the trial balance you imported is incorrect or you want to change the trial balance, you can change it. * Click **Re-Import Trial Balance** on the top right corner of the _Verify Closing Balance_ page. You’ll be redirected to the _Import Trial Balance and Journal Report_ page where you can import the correct trial balance. ![Click Re-Import Trial Balance](/in/books/help/images/qbo/re-import-trial-balance.png) After importing the trial balance and verifying the closing balances, ensure that the net difference in the closing balance in Zoho Books and the closing balance in QuickBooks is zero for all the accounts. Next, click **Complete Migration** at the bottom of the page. ![Click Complete Migration](/in/books/help/images/qbo/complete-migration.png) You’ve successfully migrated to Zoho Books and you can start using Zoho Books to manage your business finance. **Note:** If you have doubts about migration or if you face any issues with the migration, write to us at [support.india@zohobooks.com](mailto:support.india@zohobooks.com) and we will help you migrate from QuickBooks to 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: * [Transaction approvals](https://www.zoho.com/books/help/transaction-approval/) * [Auto-charge for recurring transactions](https://www.zoho.com/in/books/help/migration/books/help/recurring-invoice/receive-payments.html#auto-charge-by-customer-card) * [Template customisation](https://www.zoho.com/books/help/settings/templates.html) * [Payment reminders](https://www.zoho.com/books/kb/year-end-accounting/set-up-reminders.html) * [Customer Portal](https://www.zoho.com/books/help/customer-portal/) **Note:** If you have any queries, or if you’re facing any issues with the migration process, write to us at [migrations@zohobooks.com](mailto:migrations@zohobooks.com) and we will help you migrate from QuickBooks to Zoho Books.