How to migrate from QuickBooks Online to Acumatica
To migrate a client from QuickBooks Online to Acumatica with superglue's AI agent, connect the client's QuickBooks Online company, and give superglue access to the client's Acumatica account. superglue assesses the data in minutes, plans every phase, recommends an answer to each decision, and runs a trial load that reconciles to the cent before cutover. You review, decide and sign off with the client.
What are the steps to migrate from QuickBooks Online to Acumatica?
Migrating from QuickBooks Online to Acumatica takes six steps: connect both systems, assess the data, plan every phase, decide the mapping, run a trial load and cut over. Each load repeats exactly what you tested, and every write waits for your approval.
- 01
Connect QuickBooks Online and Acumatica
Connect the client's QuickBooks Online company with one sign-in. superglue reads it through the QuickBooks Online API and writes nothing. The client then gives superglue access to Acumatica.
- 02
Assess the QuickBooks Online data
In minutes, superglue counts every record, finds the open items and lists the data issues with examples. You know the size of the migration before you quote it.
- 03
Plan every phase
superglue drafts the plan from discovery to cutover, with tasks, owners and the QuickBooks Online specifics already in it.
- 04
Decide the mapping
superglue brings each decision below with a recommendation from the client's own data. You confirm or change each answer, and the client signs the mapping.
- 05
Run the trial load
superglue loads an Acumatica test tenant and compares it with QuickBooks Online: the trial balance per period, the open receivables and payables per customer and vendor, and the inventory value. superglue explains every difference before cutover.
- 06
Cut over
At cutover, superglue loads the final data with the same steps as the trial load, and you sign the reconciliation with the client.
How do you get the data out of QuickBooks Online?
- Have an admin of the client's QuickBooks Online company sign in once. superglue reads the whole company through the API and writes nothing.
- Collect the bank rules from the client if the new system needs them, because they are not in the API.
- At cutover, superglue reads the company again and loads production with the same steps as the trial load.
What needs to be configured in Acumatica?
The client adds an API user and a connected application for superglue. superglue configures Acumatica and loads the data through that access, in an Acumatica test tenant first, in this order:
- 01
The features the client licenses, such as subaccounts, multicurrency and projects.
- 02
The subaccount structure, companies and branches, and the chart of accounts.
- 03
The financial year and its periods, opened for every migration date.
- 04
Cash accounts, credit terms, taxes and numbering, then the preferences and classes of each module.
- 05
Customers, vendors and items, then the opening balances and the open items.
Access setup for the client: Acumatica configuration guide
What moves from QuickBooks Online to Acumatica?
| In QuickBooks Online | In Acumatica |
|---|---|
| Chart of accounts | GL accounts |
| Classes and locations | Subaccount segments and branches |
| Customers and sub-customers | Customers and customer classes |
| Projects | Projects and project tasks |
| Vendors | Vendors and vendor classes |
| Products and services | Stock and non-stock items |
| Bank and credit card accounts | Cash accounts |
Open items
Open invoices, credit memos and unapplied payments, open bills and vendor credits, open estimates and purchase orders, and inventory quantities with their cost.
Open items load as AR and AP documents with their original numbers, dates and due dates, in an open financial period, so the aging in Acumatica matches on day one.
History
superglue reads every transaction that the QuickBooks Online API returns, from the first entry to today.
History loads as journal transactions per financial period, account and subaccount.
Which decisions do you make when you migrate from QuickBooks Online to Acumatica?
- 01
Where do QuickBooks classes and locations go in Acumatica?
Acumatica has no classes on transactions. Reporting values live in subaccount segments and branches.
superglue proposes branches for QuickBooks locations that are sites, and a subaccount segment for classes.
- 02
How do QuickBooks products and services become Acumatica items?
QuickBooks Online has inventory, non-inventory, service and bundle items. Acumatica has stock items, non-stock items and kits.
superglue proposes stock items for inventory products, non-stock items for services and non-inventory products, and kits for bundles.
- 03
Which companies and branches does the client need?
In Acumatica, a company can have several branches. Branches drive balances, reports and access rights.
superglue recommends one company for each legal company in QuickBooks Online, and branches only where the client reports per site.
- 04
Which classes carry the defaults?
Customer and vendor classes set the accounts, terms and other defaults for every record in them, and item classes set the units, the valuation method and the posting class.
superglue proposes classes from the groups the client already uses, so each record gets its defaults from its class.
- 05
How much history moves?
Most clients need the open items plus one to two years of monthly balances in Acumatica, and older years as yearly balances. The client keeps the older detail in an archive.
superglue recommends two years of monthly balances per account, and full transaction detail only where the client needs to look into single transactions.
What are the common challenges when you migrate from QuickBooks Online to Acumatica?
Old opening balances hide in general accounts
QuickBooks Online posts the opening balances of accounts and inventory to Opening Balance Equity. A customer opening balance becomes a generic invoice to a general income account, and a vendor opening balance a generic bill to a general expense account. Ask the client's accountant to clear these before the trial load, so the new system opens with a clean trial balance. superglue traces each entry to its source.
Classes are missing on part of the lines
QuickBooks Online can track one class per transaction or one per line, and clients change that setting over time. superglue counts the unclassified amounts per account and proposes a default for each.
Automated sales tax hides the tax setup
Automated sales tax calculates rates from addresses, so the company shows few tax codes. superglue lists the tax agencies and the rates that were actually charged, so you set up tax from real data.
Undeposited Funds hides open payments
Payments that were received but never deposited stay in Undeposited Funds, which newer companies call Payments to deposit, sometimes for years. Ask the client to deposit or void each one before cutover. superglue lists them.
Brief the controller on equity accounts
Acumatica has no equity account type, so equity accounts are set up as liability accounts and shown as equity on the balance sheet. Controllers who read the account list often ask about it, so explain it before they see it.
Finish the preferences before the first trial load
Acumatica does not load the records of a module until that module's preferences are complete. Put the preferences in the configuration plan ahead of the first trial load.
superglue also runs the rest of the Acumatica project. See the Acumatica implementation
Frequently asked questions
Which data moves from QuickBooks Online to Acumatica?
The chart of accounts, customers, vendors and items, the open items, and as much history as the client needs. The mapping table on this page shows where each record lands in Acumatica.
Does superglue write to Acumatica without my approval?
No. superglue only reads QuickBooks Online. Before any write to Acumatica, it shows the target, the connection and a transformed sample, and waits for your approval.
How do I know the migration is complete?
superglue reconciles the trial load and the final load against QuickBooks Online: the trial balance per period, the open receivables and payables per customer and vendor, and the inventory value. You get a reconciliation report to sign with the client.
What happens when I start this migration?
You sign up and connect the client's systems. If you want to see a full migration run first, superglue can set up Pinecrest Supply, a sample client.
Start your QuickBooks Online to Acumatica migration
Sign up and connect the client's systems, or let superglue set up Pinecrest Supply, a sample client, to see a full migration run first.