Move from QuickBooks

This list importer handles lists and opening balances. For historical journals and paid, partly paid or unpaid invoices and bills, use historical accounting migration. Choose one method for each opening party balance: do not import it here as well as through historical documents. Keep the source system for reference; native vendor histories and every old payment event are not automatically converted.

Leaving QuickBooks? Bring your lists and the balances you start with. Kluvan recognises the column layout of QuickBooks Online files for products and services, and for customers and vendors; any other QuickBooks file is mapped by its headings.

Before you start

• Choose your start date, for example the first day of a month. Your balances are taken on that date.
• Keep QuickBooks open in read-only use for history: past invoices, payments and reports stay there.
• You need to be the owner or a manager in Kluvan.

Steps

1. In QuickBooks, export your products and services (items) list to Excel or CSV.
2. In QuickBooks, export your customer list to Excel or CSV, with each customer's balance.
3. In QuickBooks, export your vendor list to Excel or CSV, with what you owe each vendor.
4. If a list has no balance column, export a report of what each customer owes and what you owe each vendor on your start date, and copy each total into a balance column of that list.
5. In Kluvan, open Settings → Bring your data and bring the items file first.
6. Check that the banner says Recognised: an export of QuickBooks Online (or check each column's guess).
7. Check the columns, read What we found, then press Import.
8. Bring the customers file, then the vendors file. Map the balance column to Opening balance they owe (customers) or Opening balance we owe (suppliers).
9. Set Date of the opening balances and stock to your start date, then press Import.

What comes across

• Items: name, SKU (as code), sales description, sales price, purchase cost and quantity on hand.
• Customers and vendors: name, company (in the note), e-mail, phone, address, tax number and the opening balance.
• QuickBooks Online writes dates month first (03/31/2027); the recognised layout reads them that way.

What does not

• QuickBooks' income, expense and inventory accounts, and its taxable flag, are left out. Products take your organisation's VAT rate.
• The opening balance date in the file is not used: you choose the date in Kluvan.
• This list importer handles lists and opening balances. For historical journals and paid, partly paid or unpaid invoices and bills, use historical accounting migration. Choose one method for each opening party balance: do not import it here as well as through historical documents. Keep the source system for reference; native vendor histories and every old payment event are not automatically converted.
• There is no ready-made layout for QuickBooks Desktop files: their columns are mapped by their headings.

Checks after the import

• Compare the total in the dry run ("… owed in total") with QuickBooks' total of what customers owe on your start date, and do the same for vendors.
• Open a few products and check price, cost and stock.
• Download the findings (CSV) and deal with every skipped row.
• Something wrong? Undo the import, fix the file and bring it again.

Good to know

• Starting the accounts in Books? Enter the opening balances of your accounts in Books; this import fills customers, suppliers, products and stock.
• More about the columns and limits: how import works.