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Migrating from QuickBooks Desktop to QuickBooks Online with RazorSync

**Please Contact Support for Assistance on this switch to avoid data export issues.  This is a guide to recap best practices so that you are prepared for the QuickBooks Desktop to Online migration

Steps to Migrate Successfully

  1. Perform a final sync in RazorSync using the web connector to ensure all invoices, payments, and data from RazorSync are fully synced to your QuickBooks Desktop company file.
  2. Transfer your company file from QuickBooks Desktop to QuickBooks Online using QuickBooks' company file transfer tool. (Note: QuickBooks states this can take up to 72 hours, though it often completes within a few hours.)
  3. Contact RazorSync support once the QuickBooks transfer is complete so that we can assist in connecting Razorsync to QuickBooks Online(QBO).   Try to time this process so that it reduces the amount of invoices that are created while in between connection of QBD and QBO.  
  4. Razorsync Support will assist in resetting the old QuickBooks Desktop connection and establish the new connection to QuickBooks Online.
  5. Begin exporting invoices using the new online process. Navigate to the Invoices tab in RazorSync, select a date range, choose the invoices to export, and click the export button. (This replaces the old web connector method.)

 

Things to be aware of

Service Items

  • Reconnecting will require importing service items from QuickBooks Online into Razorsync.  This process establishes the new link for those items with Razorsync.

  • Importing service items will update the price and item description in Razorsync from QBO. So if older prices exist in your QuickBooks company file, now is a great time to update that.  

  • If the display name is slightly different for a item, the import will create a new item in Razorsync for that item.  As it looks at the display name for the item to establish that link.  Keep display names so that they match what already exists in Razorsync to avoid new items being created 
  • If a item is imported that you do not need, you can deactivate that item in Razorsync under the Service Item List
Tax Rates

  • QBD and QBO handle tax rates differently.  QuickBooks Online utilizes the Auto Tax Calculator and creates tax rates based on the Ship To Address for Invoices. 

  • After connecting Razorsync to QuickBooks Online, we will import new tax rates.  
  • This will not impact historically created invoices but work orders that have the QBD tax rate will need to be updated to use the QBO rate.  

Invoices

  • Any invoices created between your final QuickBooks Desktop sync and the completion of your QuickBooks Online connection will need to be manually re-invoiced one-by-one in RazorSync to refresh their export status. To reduce this workload, if possible hold off on invoicing non-urgent work orders until after the migration is complete.

Open A/R

  • Payments on invoices originally exported using QuickBooks Desktop will not export to QuickBooks Online. These payments will need to be manually added in QuickBooks Online after adding in Razorsync. Or you would to re-export that specific invoice to QuickBooks Online and then the payment would be able to export.