Migrate data from QuickBooks

Import Overview: This article covers the types of imports we offer and the data included in each. 

Exporting from QuickBooks Online

🔹 1. Export Clients/Customers

1. Go to Sales > Customers

2. Click the gear icon on the customer list to customize columns.

3. Click the Export to Excel button in the top-right corner.

You’ll get:

• Client Name

• Contact Info

• Company

• Email/Phone

• Billing Address

🔹 2. Export Time Entries

1. Go to Reports

2. Search for “Time Activities by Employee Detail” or “Time Activities by Customer Detail”

3. Select your date range

4. Click “Customize” to ensure columns like:

   • Date

   • Employee Name

   • Customer:Job

   • Service Item

   • Hours

   • Description

5. Click Run Report

6. Click the Export icon > Export to Excel

🔁 Repeat this for any custom date ranges you want to preserve.

🔹 3. Export Projects (if used)

If you use Projects in QBO:

1. Go to Projects

2. Click the gear icon and choose Export List

3. You may need to pair this data with customer info for complete context.

🔹 4. Export Users (for User Mapping)

Go to Settings > Manage Users

• Export the user list manually or by copying it into a spreadsheet.

• Useful for mapping time entries to users in your new software.

🖥️ Exporting from QuickBooks Desktop

🔹 1. Export Customer List

1. Go to Customers > Customer Center

2. Click Excel > Export Customer List

3. Save as Excel or CSV

🔹 2. Export Time Entries

1. Go to Reports > Jobs, Time & Mileage

2. Select Time by Name or Time by Job Summary

3. Customize columns if needed

4. Export to Excel using the Excel icon on the report screen

🧠 Tips for a Smooth Transition

• Retain original Customer and Job IDs in a column to help with mapping

• Clean data before submitting—remove duplicates, ensure consistent naming, and fix formatting

• Only one email per client and one user per time entry should be included