How to migrate from QuickBooks Online to Business Central
To migrate a client from QuickBooks Online to Business Central with superglue's AI agent, connect the client's QuickBooks Online company, and give superglue access to the client's Business Central 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 Business Central?
Migrating from QuickBooks Online to Business Central 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 Business Central
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 Business Central.
- 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 Business Central sandbox environment 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 Business Central?
The client signs in to Business Central with superglue's Microsoft app. superglue configures Business Central and loads the data through that access, in a Business Central sandbox environment first, in this order:
- 01
The chart of accounts, then the posting groups and the setup that links them to the accounts.
- 02
Dimensions, with the two global dimensions.
- 03
Number series, VAT or sales tax, payment terms and the allowed posting dates.
- 04
Customers, vendors and items with their posting groups.
- 05
The opening balances and the open items, posted through journals.
What moves from QuickBooks Online to Business Central?
| In QuickBooks Online | In Business Central |
|---|---|
| Chart of accounts | G/L accounts |
| Classes and locations | Dimensions |
| Customers and sub-customers | Customers |
| Projects | Projects |
| Vendors | Vendors |
| Products and services | Items |
| Bank and credit card accounts | Bank 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 open customer and vendor ledger entries with their original document numbers and due dates, so the aging in Business Central matches on day one.
History
superglue reads every transaction that the QuickBooks Online API returns, from the first entry to today.
History loads as general journal lines per month, account and dimension.
Which decisions do you make when you migrate from QuickBooks Online to Business Central?
- 01
Where do QuickBooks classes and locations go in Business Central?
Both lists become dimensions in Business Central. Locations in Business Central are inventory sites.
superglue proposes one dimension for classes and one for QuickBooks locations, and Business Central locations only for sites that hold inventory.
- 02
How does QuickBooks sales tax become Business Central tax setup?
Business Central calculates US sales tax from tax areas, tax groups and tax jurisdictions.
superglue builds the tax areas from the rates actually charged in QuickBooks, by customer address.
- 03
Which posting groups does the client need?
General business, general product, customer, vendor and inventory posting groups decide which G/L accounts sales, purchase and inventory documents post to.
superglue derives the posting groups from the accounts that each customer, vendor and item used in QuickBooks Online, so postings stay the same.
- 04
Which two dimensions become global dimensions?
Business Central shows two global dimensions on every entry and offers six more shortcut dimensions on documents.
superglue recommends the two dimensions the client filters on most, measured from how often each one is used in QuickBooks Online.
- 05
How much history moves?
Most clients need the open items plus one to two years of monthly balances in Business Central, 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 Business Central?
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 the time for the financial setup
The chart of accounts, dimensions and posting groups are the slow part of a Business Central setup. The standard API cannot create them, so consultants usually build configuration packages by hand. superglue builds this setup from the signed mapping and reads every value back before the first trial load.
Check posting groups on every new customer and vendor
Customers and vendors created by an integration start without posting groups unless a template sets them, and their first invoice fails to post. superglue fills the posting groups as each record is created, so the trial load posts cleanly.
superglue also runs the rest of the Business Central project. See the Business Central implementation
Frequently asked questions
Which data moves from QuickBooks Online to Business Central?
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 Business Central.
Does superglue write to Business Central without my approval?
No. superglue only reads QuickBooks Online. Before any write to Business Central, 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 Business Central 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.