Summary

Converting from QuickBooks to AccountEdge is not a simple “push button” process. There is no native “Import QuickBooks File” function, and the conversion requires careful planning, decision-making, and data preparation. Businesses should understand their options and follow a structured approach to ensure a smooth transition.

>> Looking to do a mid-year payroll conversion?  Here is an article that will review your options.  

1. Understanding How Data Conversions Work

Many users assume their QuickBooks data file can be directly imported into AccountEdge. This is not the case.

Reality: Data must be either manually entered, imported in specific formats, or converted using a third-party AccountEdge Partner.

Action: Provide customers with a clear list of conversion options, including the pros and cons of converting historical data vs. starting fresh.

2. Deciding Whether to Start Fresh or Convert Existing Data

A major decision is whether to start a new accounting file or convert some/all of your existing QuickBooks data.

A. Chart of Accounts Structure

• Poorly designed Charts of Accounts—common in older files—can make conversion more difficult.
• If account numbers lack spacing for future growth, you may face disorganized and hard-to-read financials.

B. Account Number Requirements

• AccountEdge requires 5-digit account numbers, which may require renumbering. This is often a good opportunity to clean up and restructure the Chart of Accounts.

C. Historical Data Needs

• Consider whether you need comparative financial statements.
• If so, you may need to bring over monthly trial balance totals for at least the prior year—requiring a journal entry for each month.
• Many end users struggle with journal entries, particularly in knowing which accounts are debit vs. credit.

3. Timing & Scheduling the Conversion

Timing is critical to reduce complexity and avoid disrupting business operations.

A. Best Time to Convert

• Optimal: Start at the beginning of a fiscal year.
• Alternate: At the start of a quarter—especially if payroll is involved.

B. Payroll Considerations

• Ideally begin at the start of the calendar year to avoid re-entering individual paychecks for part of a year.
• If mid-year conversion is unavoidable, you may enter payroll as summary totals instead of individual checks.
• Continuing payroll in QuickBooks until year-end is often the easiest approach, even if other transactions are entered into AccountEdge.

C. Minimize Outstanding Items

• Try to convert when there are few open invoices, checks, or other pending transactions.
• Properly recording carryover transactions is an advanced accounting task.

4. Saving QuickBooks Data for Future Reference

• Even after converting, you may need access to historical QuickBooks data for audits or reference.
• Save key reports before closing the QuickBooks file:
  • Balance Sheet & Profit/Loss (by month)
  • Detailed General Ledger
  • Accounts Receivable/Payable Aging
  • Payroll summaries (including hours worked) for workers’ compensation audits.

5. Exporting Data for Archiving

• Export data to Excel for easy searching and future reference.
• Provide customers with a data archiving checklist so nothing important is missed.
• Store these files securely for tax, audit, and compliance purposes.

Best Practices for a Smooth Conversion

Plan Ahead – Start discussions weeks or months before the desired conversion date.

Involve Experts – Consider hiring an AccountEdge Partner for complex conversions.

Communicate with Staff – Ensure anyone entering data understands the new system’s processes.

Test Before Going Live – Run parallel processes for a short period to validate accuracy.

Summary:

Converting from QuickBooks to AccountEdge is not just a software change—it’s an accounting process shift. Careful planning, structured decision-making, and proper archiving of historical data are essential to avoiding costly mistakes and minimizing downtime.