The move from a localized accounting system to something in the Cloud is not one that businesses take lightly. A shift to online QuickBooks from desktop is a step towards a more flexible, lively work mode, and adult way of doing things.
By doing so we can move away from fixed, computer-based software to one that is dynamic and available “on any device”. It’s a bit fiddly to get everything set up, but the results in terms of efficiency and convenience are great.
Follow this guide to understand the key components and steps of converting from desktop to online QuickBooks, and facilitate an easy, secure migration with minimal disruption of your day-to-day financial operations.
Evaluating Your Readiness
Analysis A careful analysis is needed before starting the formulation. Also, not all Desktop versions are imported cleanly, so check compatibility with Intuit’s tool of official conversion.
Check the size and complexity of your company file; very large files or some files with advanced features (for example, inventory assemblies) may need special handling.
Make sure your whole team is comfortable and has prepared for the online redesign- as there are interface and LMS changes coming. This “prep” work will also require some cleaning up of your existing data, reconciling accounts and backing up your Desktop file.
Pre-Conversion Data Cleanup
You will need a clean data file as it is the key to efficient migration. Start the process to convert from desktop to online QuickBooks by combing through your lists to decide which customers, vendors and items are set to be deleted.
You need to reconcile down all bank and credit card accounts up to the date you are converting. Remove any old, unclear transactions from the register to avoid clutter in your new system.
This important cleanup work helps reduce the chances for errors when you import and makes sure you begin with a clean slate in QuickBooks Online, all filled with accurate current-year facts.
The Core Conversion Process
Intuit offers a special conversion utility to help with the transition. It is more common to export your company file from Desktop and import it into QBO using the QBOL migrant’s portal.
The system will ask you for a start date and time to base your electronic records on based upon the date you choose. The tool will correctly map your Desktop data to the appropriate QuickBooks Online fields.
It is important to follow this process and the conversion summary report that is provided after conversion for anything that might not have converted successfully to manually double check your items.
Navigating Post-Migration Review
After a data migration is finished, you implement QC. Compare critical reports (e.g., Balance Sheet and Profit & Loss) from your Desktop file with the new online version as at your conversion date.
Examine your customers, vendors and products/services items list for any gaping holes! Verify that all open invoices and unpaid bills have been transferred correctly.
A lot of companies will do both running systems in parallel, for part of the accounting period, just to make sure transactions are recorded consistently and new system works OK before they fully retire the old system.
Adapting To New Workflows
QuickBooks Online has a completely different user interface/workflow from QuickBooks Desktop. Apps & Tesla The app itself brings a seriously built dashboard giving you an instant financial picture.
Use the powerful search function to get specific transactions rapidly. Your team will have to learn new steps for tasks like invoicing, bank feeds and reporting.
The time invested in that learning curve is worth the effort; once you know your way around this online platform, you’ll find that basic accounting tasks take less time.
Conclusion
Moving from QuickBooks Desktop to Online is a smart move that modernizes your accounting. By doing some historical data cleanup, exercising a high level of attention on the conversion process and re-evaluating results you can increase your odds for success.
It’s effort that pays off in a superior level of accessibility, better partnership with your accountant, and greater ties into your other business applications.
Adopting the new online workflows will allow your business to enjoy faster, more informed financial management and take full advantage of the cloud capabilities for business growth ahead.
