Migrate from QuickBooks
If you are moving from QuickBooks Online, you don’t have to start your books from scratch. Bokapsys can connect to your QuickBooks company, pull in your accounts, balances and records, and post them into your books, so your reports pick up where QuickBooks left off.
This is a one-time move, not an ongoing link. After you bring your data across, Bokapsys is where your books live, and new transactions come in through live bank feeds or uploaded files.
Find it under Migrate → From QuickBooks in the sidebar.
Before you start
Section titled “Before you start”- You need permission to import from QuickBooks. If Migrate is missing from your sidebar, ask a workspace admin, or check that your plan includes it.
- You need to be able to sign in to the QuickBooks Online company you want to bring across.
- It helps to set up your Chart of Accounts first, so you have accounts to map QuickBooks accounts onto. Bokapsys can also create accounts for you during the import.
How the move works
Section titled “How the move works”- Connect Bokapsys to your QuickBooks company.
- Pull your data from QuickBooks. Nothing is added to your books yet.
- Choose what to bring in, and map each QuickBooks account to an account in Bokapsys.
- Bring into Bokapsys. This is the step that writes to your books.
- Check your reports. You can undo the import if something isn’t right.
Connect QuickBooks
Section titled “Connect QuickBooks”-
Go to Migrate → From QuickBooks.
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Click Connect QuickBooks.
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You are sent to Intuit, the company behind QuickBooks. Sign in and approve access for Bokapsys. Bokapsys never sees your QuickBooks password.
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You come back to Bokapsys, and the company appears under Connected company.
You can connect more than one QuickBooks company. When you do, choose which one you are importing with the buttons next to Importing from.
Pull your data
Section titled “Pull your data”-
Under Import this company, click Start import.
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Bokapsys fetches your Chart of Accounts, customers, vendors, invoices, bills and transactions. This can take a moment.
When it finishes, Pulled from QuickBooks shows everything that was fetched, grouped by type. Select a type to see its records. If you change something in QuickBooks in the meantime, click Check for new data to fetch again.
Choose what to bring in
Section titled “Choose what to bring in”Bokapsys asks What to bring into Bokapsys. Tick what you want and untick the rest:
| Option | What it brings in |
|---|---|
| Opening balances & Chart of Accounts | Your account balances, so your reports, Balance Sheet and reconciliation reflect QuickBooks. |
| Customers | Your customer list. |
| Vendors | Your vendor list. |
| Invoices (AR) | Open and paid invoices, for your receivables aging. Needs Customers. |
| Bills (AP) | Open and paid bills, for your payables aging. Needs Vendors. |
| Bank transactions | Your bank and credit card registers, into View Statements. |
Click Continue. To change your choice later, click Change what to import.
Map your accounts
Section titled “Map your accounts”Under Accounts, each QuickBooks account is listed with the account Bokapsys suggests for it in your Chart of Accounts. If Bokapsys had to create new accounts to match, it tells you how many.
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Check each row. To change one, open its list and choose a different account.
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To focus on the accounts a particular type of record uses, select that type under Pulled from QuickBooks. For example, select invoices to see only the accounts your invoices post to.
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Click Save mappings.
Every account must be mapped before you can continue. Until then, the button reads Map all accounts to continue and a badge shows how many are unmapped. Your mappings are remembered, so a later import from the same company starts from them.
Bring your data in
Section titled “Bring your data in”Click Bring into Bokapsys.
When the import finishes, Import complete summarises what was added: the opening balances and the date they are as of, and how many customers, vendors, invoices and bills were brought in. Tiles link straight to Financial Reports, Chart of Accounts, Customers, Vendors, Invoices, Bills and Bank transactions, so you can check each one.
Your opening balances post to your books like a trial balance import. Your Balance Sheet, Trial Balance and Income Statement reflect your QuickBooks figures straight away.
The cutover date
Section titled “The cutover date”The opening balances are dated the day you bring the data in. This is your cutover date: everything up to it comes from QuickBooks, and everything after it comes from Bokapsys.
Bank statements dated on or before the cutover date are kept out of your general ledger, because their effect is already in your opening balances. That way, if you also connect a bank feed or upload statements covering the same period, nothing is counted twice.
Undo the import
Section titled “Undo the import”If something doesn’t look right, you can reverse the import and try again.
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On the Import complete card, click Undo import.
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Confirm.
This reverses the opening balances, invoices, bills and bank transactions that came from that company. Customers and vendors that were created are kept. Once it is undone, you can start a fresh import.
To import the same company again without undoing, click Re-import this company. Records that are already in Bokapsys are matched rather than duplicated. If nothing has changed, the import says it added nothing new.
Disconnect QuickBooks
Section titled “Disconnect QuickBooks”When you are finished, click Disconnect next to the company and confirm. This removes the connection and revokes Bokapsys’s access to QuickBooks. Everything you already brought into Bokapsys stays.