How to migrate from QuickBooks Online to Sage Intacct
To migrate a client from QuickBooks Online to Sage Intacct with superglue's AI agent, connect the client's QuickBooks Online company, and give superglue access to the client's Sage Intacct 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 Sage Intacct?
Migrating from QuickBooks Online to Sage Intacct 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 Sage Intacct
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 Sage Intacct.
- 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 a Sage Intacct sandbox or implementation company 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 Sage Intacct?
The client authorizes the superglue sender ID in Sage Intacct and adds a user for superglue. superglue configures Sage Intacct and loads the data through that access, in a Sage Intacct sandbox or implementation company first, in this order:
- 01
Multi-entity, the base currencies and the first fiscal month. Base currencies and the first fiscal month can change only before transactions exist.
- 02
The configuration of each module, such as General Ledger, Accounts Payable and Accounts Receivable, and the names of terms and dimensions.
- 03
Entities, locations, departments and the other dimensions.
- 04
The chart of accounts and the journals.
- 05
Customers, vendors and items, then the opening balances and the open items.
Access setup for the client: Sage Intacct configuration guide
What moves from QuickBooks Online to Sage Intacct?
| In QuickBooks Online | In Sage Intacct |
|---|---|
| Chart of accounts | GL accounts |
| Classes and locations | Dimensions such as departments, locations and classes |
| Customers and sub-customers | Customers |
| Projects | Projects |
| Vendors | Vendors |
| Products and services | Items |
| Bank and credit card accounts | Checking and credit card 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 invoices and AP bills with their original numbers, dates and due dates, so the aging in Sage Intacct matches on day one.
History
superglue reads every transaction that the QuickBooks Online API returns, from the first entry to today.
History loads as summary journal entries per month, account and dimension.
Which decisions do you make when you migrate from QuickBooks Online to Sage Intacct?
- 01
Where do QuickBooks classes and locations go in Sage Intacct?
QuickBooks Online has classes and locations. Sage Intacct has departments, locations, classes and user-defined dimensions.
superglue proposes a dimension for each list from how the client uses it. QuickBooks locations become Sage Intacct locations when they are sites, and departments when they are teams.
- 02
What happens to QuickBooks projects and sub-customers?
Sage Intacct keeps customers and projects apart, and customers can have a parent customer.
superglue recommends projects for QuickBooks projects and for sub-customers with costs, and parent customers for the rest.
- 03
Which companies become entities, and which become locations?
In Sage Intacct, an entity has its own books, tax and bank accounts. A location only adds a reporting value.
superglue recommends one entity for each legal company in QuickBooks Online, and locations for the sites inside a company.
- 04
Which records are shared across entities?
Customers, vendors and items can live at the top level and be shared, or belong to one entity.
superglue recommends shared customers and vendors, so each company appears once and intercompany reporting stays clean.
- 05
How much history moves?
Most clients need the open items plus one to two years of monthly balances in Sage Intacct, 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 Sage Intacct?
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.
Plan module configuration as its own workstream
In Sage Intacct, the settings of General Ledger, Accounts Payable and the other modules cannot be imported like data. Unless the partner starts from a template company, they are set by hand, screen by screen. superglue sets them and checks every value, so the configuration is ready when the data is.
Agree user-defined dimensions with the person who reports on them
A user-defined dimension stays in Sage Intacct once it holds data. Add only the ones the client will report on, and get each one agreed before the first load.
superglue also runs the rest of the Sage Intacct project. See the Sage Intacct implementation
Frequently asked questions
Which data moves from QuickBooks Online to Sage Intacct?
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 Sage Intacct.
Does superglue write to Sage Intacct without my approval?
No. superglue only reads QuickBooks Online. Before any write to Sage Intacct, 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 Sage Intacct 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.