QBO Migration

Guide 11: QBO Migration

Migrate your data from QuickBooks Online to OtterLedger

Overview

Moving from QuickBooks Online (QBO) to OtterLedger? This guide walks you through exporting your data from QBO and importing it into OtterLedger. The migration wizard handles accounts, categories, and transactions while preserving your financial history.

What you'll learn:

• Exporting data from QuickBooks Online
• Using the QBO Migration Wizard
• Mapping accounts and categories
• Verifying migrated data
• Post-migration cleanup

Time required: 30-60 minutes (depending on data volume)

Prerequisites

• Access to your QuickBooks Online account
• OtterLedger installed with a new file ready
• Understanding of your QBO account structure

What Gets Migrated

Step 1: Export from QuickBooks Online

Export Account List

1. Log in to QuickBooks Online
2. Go to Settings (gear icon) → Chart of Accounts
3. Click Run Report (or export icon)
4. Export as Excel (.xlsx)
5. Save as qbo_accounts.xlsx

[Screenshot: QBO Chart of Accounts export]

Export Transaction Detail

1. Go to Reports
2. Select Transaction Detail by Account (or Transaction List by Date)
3. Set date range to All Dates
4. Click Run Report
5. Click Export → Export to Excel
6. Save as qbo_transactions.xlsx

[Screenshot: QBO Transaction report export]

Export Customer List (Optional)

1. Go to Sales → Customers
2. Click Export → Export to Excel
3. Save as qbo_customers.xlsx

Export Vendor List (Optional)

1. Go to Expenses → Vendors
2. Click Export → Export to Excel
3. Save as qbo_vendors.xlsx

Step 2: Start Migration Wizard

1. In OtterLedger, go to File → Import → QuickBooks Migration
2. Or from Welcome screen, click Migrate from QuickBooks

[Screenshot: Migration wizard welcome screen]

The wizard guides you through:

1. File Selection
2. Account Mapping
3. Category Mapping
4. Preview & Import
5. Verification

Step 3: Select Export Files

1. Click Browse and select your exported files:

   • Account list (required): qbo_accounts.xlsx
   • Transactions (required): qbo_transactions.xlsx
   • Customers (optional): qbo_customers.xlsx
   • Vendors (optional): qbo_vendors.xlsx

2. Click Analyze Files

[Screenshot: File selection screen with files loaded]

OtterLedger analyzes the files and shows:

• Number of accounts found
• Number of transactions found
• Date range of transactions
• Any issues detected

Step 4: Map Accounts

OtterLedger shows QBO accounts and suggested OtterLedger mappings.

Account Mapping Screen

[Screenshot: Account mapping interface]

Mapping Options

For each QBO account:

• Create New - Create matching OtterLedger account
• Map to Existing - Link to an existing OtterLedger account
• Skip - Don't import (expense accounts become categories)

Account Type Detection

The wizard detects account types:

• Bank accounts → Checking/Savings
• Credit Cards → Credit Card accounts
• Loans → Loan accounts
• Income/Expense accounts → Categories (not accounts)

Click Next when mapping is complete.

Step 5: Map Categories

QBO's "accounts" for income and expenses become categories in OtterLedger.

Category Mapping Screen

[Screenshot: Category mapping interface]

Mapping Options

• Auto-Map - OtterLedger suggests mappings based on names
• Create New - Create a new category with QBO name
• Map to Existing - Link to existing OtterLedger category
• Skip - Don't import (use Uncategorized)

Tax Line Mapping

For business categories, set Schedule C tax lines:

1. Click the category
2. Select Tax Line from dropdown
3. Continue with other categories

Step 6: Preview Import

Before importing, review:

Summary

• Accounts to create: X
• Categories to create: X
• Transactions to import: X
• Date range: MM/DD/YYYY - MM/DD/YYYY

Sample Transactions

Review a sample of transactions to verify mapping:

[Screenshot: Import preview with sample transactions]

Adjust if Needed

• Click Back to adjust mappings
• Fix any errors shown
• Verify opening balances

Step 7: Run Import

1. Click Import to start
2. Progress bar shows:
   • Creating accounts...
   • Creating categories...
   • Importing transactions...
   • Verifying balances...

[Screenshot: Import progress screen]

3. Wait for completion (may take several minutes for large files)

Import Complete

When finished:

• Total transactions imported
• Accounts created
• Categories created
• Any warnings or skipped items

Note: OtterLedger now creates reconciliation records during QBO import, so your imported transactions will have proper reconciliation history.

Click View Summary for details.

Step 8: Verify Migration

Check Account Balances

1. Go to Accounts
2. Compare balances to QBO:
   • Current balance should match
   • If different, check for missing transactions

Review Transactions

1. Go to Transactions
2. Spot-check several transactions:
   • Correct dates
   • Correct amounts
   • Correct categories
   • Correct accounts

Check Categories

1. Go to Categories
2. Verify imported categories
3. Adjust hierarchy if needed

Run Reports

1. Go to Reports
2. Run Profit & Loss for a period you know
3. Compare totals to QBO report

Post-Migration Cleanup

Fix Uncategorized Transactions

Some transactions may be uncategorized:

1. Filter Transactions by Uncategorized
2. Assign categories
3. Or let AI categorize them

Clean Up Payee Names

QBO exports often have messy payee names:

1. Go to Payees
2. Merge duplicate payees
3. Rename for consistency

Set Up Recurring Transactions

Recurring transactions don't migrate:

1. Identify your regular transactions
2. Go to Scheduled → Add
3. Set up each recurring transaction

Configure Bank Connections

If you use bank sync:

1. Set up SimpleFin connections
2. Map to your new accounts
3. Verify sync works correctly

Common Migration Issues

Balance Discrepancies

Missing Transactions

1. Check QBO export date range
2. Re-export with correct dates
3. Import missing period separately

Category Confusion

QBO uses "accounts" for both balance sheet accounts and income/expense categories. OtterLedger separates these:

• Bank accounts → Accounts
• Income/Expense accounts → Categories

Tips for Smooth Migration

1. Export everything - Include full date range in exports

2. Use fresh file - Start with new OtterLedger file for migration

3. Verify before importing - Check the preview carefully

4. Reconcile after - Reconcile each account to verify accuracy

5. Keep QBO access - Don't cancel QBO until verified

6. Export attachments separately - Download important receipts from QBO

7. Document your mappings - Screenshot category mappings for reference

Troubleshooting

Q: Import fails with file error

A:

• Verify files are in Excel format (.xlsx)
• Don't modify files after export
• Re-export from QBO if corrupt

Q: Accounts are missing

A: Some QBO accounts may be mapped as categories. Check category list.

Q: Transactions are duplicated

A:

• Don't run migration twice
• Use Tools → Find Duplicates

Q: Opening balances are wrong

A:

1. Edit account
2. Adjust opening balance
3. Or create adjustment transaction

Q: Some categories weren't created

A: They may have been mapped to existing categories or skipped. Create manually if needed.

What's Next?

After migration:

• Guide 10: Reconciliation - Verify account balances
• Guide 9: Bank Connections - Set up ongoing sync
• Guide 12: Business vs Personal - Organize finances

Need help? Visit the OtterLedger community at github.com/openledger or check the FAQ.