Migrating from current Quickbooks online to Techsoup QuickBooks Online

I am in the same situation.  I am looking to migrate form $50/month to the Techsoup sponsored instance of Quickbooks Online.  How did you find out anything about it.  I called QuickBooks support and they had nothing to contribute.  You clearly found out something.

Have you made any progress since July?

Thanks

No one has documented the process. I had to infer this from numerous sites. However, this process worked Flawlessly for us. 

1. Export data out of current Quickbooks Online account. There is an "Export Data" button on the home screen of your online quickbooks accounts. This generates a QBO file that is saved to the PC. Detailed step by step is explained at https://community.intuit.com/articles/1207911-visual-guide-to-export
There are the limitations on what data will be exported. https://community.intuit.com/articles/1145409-export-limitations

From our Non-profit's perspective, there was no cause for concern since this export had everything we need - from transaction data to chart of accounts to vendors, customers and client lists etc.


2. Install Quickbooks Desktop and Import the QBO file : QuickBooks allows us to download a free 30 day trial version of the quickbook desktop software for the migration.
https://community.intuit.com/articles/1248031-quickbooks-desktop-trial-links-us-uk-ca

I imported the Quickbooks QBO file from my desktop and I ran reconciliation reports to make sure that everything was imported successfully.

3. Setup new Quick books account using the Techsoup provided license. Only 1 Quickbook online account can be tied an email address. I used a different email address to setup and activate the NEW Techsoup license. (In step 7 AFTER you have successfully migrated and closed out the older Quickbooks online account, you can add back the original email address as an admin to the new online account.)


4. Import the data to the new online account : Quick books desktop has a one-click process for exporting all the data from the desktop account into the new online account. The detailed step by step instructions are at https://community.intuit.com/articles/1145375-import-into-quickbooks-online-from-quickbooks-desktop-for-windows-u-s


5. Run reconciliation reports on the new quickbooks online account to confirm everything is OK. The good thing is that at this time, you have both the online accounts working. you can use two different browsers to go back and forth between the two accounts and confirm that everything is exactly similar on both accounts.)

6. Call up the quickbooks toll free number and close out the OLDER quickbooks account.

7. The new Quickbooks acount via Techsoup allows for up to 5 users. Add the email address for the admin account

Thank you, vishalverma. This looks super helpful. It's too bad Intuit doesn't make this easier.

Thank you so much for sharing this with our community. It's truly a great writeup!

VISHALVERMA,

You are a rock star!  Thank you so much for this detailed write up!  This will save me days of research.

Thanks again!

Thank you for this writeup. I've not found anything else about this. However, I just went to export my data and it says the export function only works with Internet Explorer, which is not on my mac. Has anyone found *any* other way to make this easier?

We recently migrated from a QuickBooks Online purchased from Intuit (for standard prices) to a new QuickBooks Online subscription purchased through TechSoup.  We hired a QuickBooks specialist (a CPA who has her own business) and had the transition done for under $400 (actual cost would be based on actual hours required for your particular situation).  Hiring this expert helped us get it done fast and correctly and was beyond our capabilities as an all-volunteer nonprofit group.  If interested, I could put you in touch with her.  Good luck!

This worked very well, the only thing to mention is that you do have to be on explorer 11 as the browser and it has to be a windows computer; it will not work on a MAC.

Thank you for the info. 

Second that.  Learned that IE 11 is still on all Windows machines.  No need to download.

Follow ALL the directions from intuit, expecially the Run as Administrator one.  Got hung up on that and it won't work if you don't do it.

Now if we could just get a deal on PAYROLL!

https://quickbooks.intuit.com/community/Help-Articles/Export-data-file-from-QuickBooks-Online-to-Desktop/m-p/186302

Thanks for your documentation! After several attempts from piecing together info, I couldn't get the export to work. Then I found your post. Following your steps, I was able to import the exported file to a desktop trial version and then import to the new online account. I just finished adding all my recurring transactions and custom reports (sadly these don't export). Now to cancel the expensive online version and start using the techsoup version to save our church hundreds per year.

Hi all - in working on my second nonprofit that needed to convert from paid to techsoup version, I found Chronobooks.  It's a QBO add on that was built to do QBO back ups, but it also COPIES!  No Qquickbooks desktop nonsense!!  Worked like a charm!  SO EASY!  I think it's sort of criminal that Intuit doesn't let people know about it if they aren't going to provide the functionality themselves (I can say that, I worked at Intuit for 13 years).

You get a free trial and can accomplish your copy while using that free trial but these people deserve to be paid...I'd ask that you pay one month and then cancel if you decide to use it.  It's only right.

chronobooks.com

+1 for Chronobooks.com. The have a feature designed to do exactly that!

https://help.chronobooks.com/tutorials/how-do-i-create-a-copy

Question:  We are transitioning to nonprofit and about to start using quickbooks online.  We plan on getting QuickBooks Online (for the first time) through the Techsoup program.  It looks like the fee is $150 in order to get a full year of QuickBooks Advanced?  And, I assume, we'll be able to renew that each year?  What about payroll - can we add full payroll at the normal Intuit QuckBooks prices?

Hi Windblazer3,

The QuickBooks Online products are priced per year, with annual renewals. Payroll can be added, but you will need to obtain that through Intuit directly.

Hope this helps!

-Baily Maples, Program Manager, TechSoup