How to migrate from QuickBooks Online to NetSuite
To migrate a client from QuickBooks Online to NetSuite with superglue's AI agent, connect the client's QuickBooks Online company, and give superglue access to the client's NetSuite 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 NetSuite?
Migrating from QuickBooks Online to NetSuite 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 NetSuite
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 NetSuite.
- 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 NetSuite sandbox account 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 NetSuite?
The client turns on the SuiteCloud features and adds an integration record for superglue. superglue configures NetSuite and loads the data through that access, in a NetSuite sandbox account first, in this order:
- 01
Subsidiaries and their base currencies.
- 02
Accounting preferences and periods.
- 03
The chart of accounts, then departments, classes and locations.
- 04
Custom fields, records, segments, forms and workflows, and SuiteScript where the design needs it.
- 05
Customers, vendors, contacts and items, then the opening balances and the open items.
Access setup for the client: NetSuite configuration guide
What moves from QuickBooks Online to NetSuite?
| In QuickBooks Online | In NetSuite |
|---|---|
| Chart of accounts | Accounts |
| Classes and locations | Departments, classes and locations |
| 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 invoices, credit memos, vendor bills and vendor credits with their original numbers and dates, so the aging in NetSuite 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 entries per month, account and segment.
Which decisions do you make when you migrate from QuickBooks Online to NetSuite?
- 01
Where do QuickBooks classes and locations go in NetSuite?
NetSuite has departments, classes and locations as standard segments. NetSuite locations also hold inventory.
superglue maps QuickBooks locations to NetSuite locations only when they are physical sites, and to departments when they are teams.
- 02
What happens to QuickBooks projects and sub-customers?
NetSuite supports sub-customers and projects. Projects add budgets, time and billing.
superglue recommends NetSuite projects for QuickBooks projects, and sub-customers where the client bills a parent company.
- 03
How many subsidiaries does the client need?
In NetSuite OneWorld, subsidiaries set the currency, the tax and which customers and vendors each company can use. Changing them after go-live means reworking master data.
superglue recommends one subsidiary for each legal company in QuickBooks Online, decided before any master data loads.
- 04
Which item types do the items become?
NetSuite separates inventory, non-inventory, service, other charge, kit and assembly items. Non-inventory and service items can be for sale, for purchase or for resale.
superglue proposes the type for each item from how the client bought and sold it.
- 05
How much history moves?
Most clients need the open items plus one to two years of monthly balances in NetSuite, 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 NetSuite?
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.
Lock the subsidiary structure before the first load
The currency of a NetSuite subsidiary is fixed once its first transaction is saved, so a late change means a new subsidiary and a reload. Get the structure signed in the design phase.
Plan the sandbox around refreshes
A sandbox refresh replaces everything in the sandbox, including your configuration. superglue keeps the configuration and applies it again, so a refresh does not cost you the setup work.
superglue also runs the rest of the NetSuite project. See the NetSuite implementation
Frequently asked questions
Which data moves from QuickBooks Online to NetSuite?
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 NetSuite.
Does superglue write to NetSuite without my approval?
No. superglue only reads QuickBooks Online. Before any write to NetSuite, 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 NetSuite 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.