Migrate from Microsoft Invoicing to Zoho Invoice
This guide will help you migrate from Microsoft Invoicing to Zoho Invoice in a few simple steps.
Export from Microsoft Invoicing
First, you have to export all your data from Microsoft Invoicing so that it can be imported into Zoho Invoice. Here’s the list of modules that you may want to export:
- Customers
- Prices
- Invoices
- Estimates
- Payments
Read Microsoft’s help document to learn how to export all your data from Microsoft Invoicing.
Pro Tip: You can export these data in CSV, TSV, or XLS format so that they can be imported into Zoho Invoice easily.
Set up Your Zoho Invoice Organization
You can now sign up for Zoho Invoice and create a new organization. Once you sign up, you need to provide the below details before you bring in your data from Microsoft Invoicing:
Set up Organizational Profile
Setting up the basic details about your business such as the logo, company address, contact information, etc. is the first step to start using Zoho Invoice. To do this:
- Click the Gear icon (Settings) on the top-right corner of the page.
- Select Organization Profile.
- Provide all the necessary information about your business.
- Click Save.
You can read more about the details of each field in this page from the help document.
Configure the Taxes
Since you cannot import your tax settings from Microsoft Invoicing, you have to configure all your tax settings manually in Zoho Invoice. To configure tax settings:
- Click the Gear icon (Settings) on the top-right corner of the page.
- Select Taxes.
- Click the + New Tax button from the top right corner of the page.
- Enter a Tax Name and Rate (%).
- Click Save.
Pro Tip: Similar to how you can set a default tax rate in Microsoft Invoicing, you can set a default tax in Zoho Invoice by hovering over the tax and clicking Mark as Default. This tax rate will be applied automatically to all the taxable transactions.
In the US edition of Zoho Invoice, you can set up your tax rates similar to how you do it in Microsoft Invoicing. You can create tax rates specific to counties, states, and associate them to specific tax authorities. You will be able to associate these to your customers and have the system apply the taxes automatically. Read more about Sales Tax.
In the UK edition of Zoho Invoice, you have to enter the VAT Registration Number in the Settings page, just as you would have done in Microsoft Invoicing. Read more about VAT in Zoho Invoice.
Enable the Required Modules
Now that you have set up the basic details of your organization, you can choose the additional modules that you want to enable in Zoho Invoice. Here’s how:
- Click the Gear icon (Settings) on the top-right corner of the page.
- Select Preferences > General.
- Check the modules you want to enable.
- Click Save.
You can also customize each module in the Preferences page.
Create Custom Fields
If you have certain fields in Microsoft Invoicing that you cannot find in Zoho Invoice, you can simply create custom fields for them. These custom fields can be mapped to the fields in your data.
Import into Zoho Invoice
With your Zoho Invoice organization set up and your Microsoft Invoicing data ready to be imported, you can now start migrating your data to Zoho Invoice. Importing the data has to be done module wise in the below order to avoid any inconsistency.
Customers
Customers are the clients that you deal with in your business. The first step in bringing your data from Microsoft Invoicing is to import all your customers into Zoho Invoice.
All your customers in Microsoft Invoicing can be imported as Customers or Contact Persons in Zoho Invoice. To import:
- Navigate to the Customers module in the left sidebar.
- Click the Hamburger icon and select Import Customers.
Make sure that you import the mandatory fields such as Customer Display Name.
Learn more about how to import customers and map them correctly.
Insight: Customer Display Name and Customer Type are the Zoho Invoice equivalents of Name and Contact Type of your customer in Microsoft Invoicing.
Items
Items in Zoho Invoice are the products and services that you sell to your customers.
All your Prices in Microsoft Invoicing can be imported as Items in Zoho Invoice.
To import:
- Navigate to the Items module in the left sidebar.
- Click the Hamburger icon and select Import Items.
Make sure that you import all the mandatory fields such as Name and Selling Price.
Learn more about how to import items and map them correctly.
Insight: Name and Selling Price are the Zoho Invoice equivalents of Description and Price of an item in Invoicing.
Invoices
All your Invoices in Microsoft Invoicing can be imported as such to Zoho Invoice. To import:
- Navigate to the Invoices module in the sidebar.
- Click the Hamburger icon and select Import Invoices.
Make sure that you import all the mandatory fields such as Customer Name, Invoice#, and Invoice Date.
Learn more about how to import invoices and map them correctly.
Insight: You can choose if you want to give discounts at the invoice level or at a line item level in General Preferences. Similar to Invoicing, you can either record an offline or online payment.
Estimates
All your Estimates in Microsoft Invoicing can be imported as such to Zoho Invoice. To import:
- Navigate to the Estimates module in the left sidebar.
- Click the Hamburger icon and select Import Estimates.
Make sure that you import all the mandatory fields such as Customer Name, Estimate#, and Estimate Number.
Learn more about how to import invoices and map them correctly.
Insight: With just a click, you can convert accepted estimates into invoices.
You have now successfully migrated to Zoho Invoice and can start invoicing the easy way.
More Customizations
Once you have all your data ready in Zoho Invoice, you can add more customizations to your organization. For example, similar to how you did in Microsoft Invoicing, you can configure the email address from which invoices are sent. Also, you can change the default email message.
Not only that, Zoho Invoice offers you more features that you can explore:
If you have any queries about the integration, you can write to us at support@zohoinvoice.com. We are here to help you.
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