Move in from QuickBooks Online

Pantry's move-in kit brings your books across from QuickBooks Online at a cutover date: the chart of accounts, customers and vendors, an accountant-approved trial balance, the open invoices and unpaid bills behind it, and a read-only history of the general ledger. Xero and Zoho Books are not supported yet.

Export seven reports

In QuickBooks Online, run each report for the cutover date, export it, and save each sheet as CSV without changing its values:

1. Account List
2. Customer Contact List
3. Vendor Contact List
4. Trial Balance, as of the cutover date
5. Open Invoices, as of the cutover date, grouped by customer
6. Unpaid Bills, as of the cutover date, grouped by vendor
7. General Ledger, for the history you want kept, grouped by account

For each bank account on the trial balance you also need its bank, its last four digits and its reconciled statement balance at the cutover date, which must equal the trial balance.

Preview first

In Move in from QuickBooks under More, add the seven files and the bank details and choose Preview (dry run). Nothing is written. The preview shows how many accounts, contacts and open items will come across, every refused row with its file, row and reason, and the Tie-outs: the trial balance balances, open invoices equal receivables, unpaid bills equal payables, each bank balance equals its statement and there is one control account of each kind.

Import as staged records

When every tie-out shows All match and no row is refused, choose Import as staged records. Pantry needs empty books for this. The import writes the accounts, contacts, bank accounts, open items and the opening balances as a draft entry, and keeps the history read-only. Nothing posts yet. While nothing has been posted or edited, someone with the post grant can choose Undo import to remove all of it.

Accountant sign-off

Someone with the post grant who did not run the import, or the owner, chooses Accountant sign-off. Pantry re-checks the tie-outs, records the approval and posts the opening balances. From then on, corrections are entries, never undo.

QuickBooks Online exports attachments separately and this kit does not read them: upload the source documents for your open items in Documents. Keep QuickBooks Online and its archive until your first close in Pantry is accepted by your accountant.