How to check your QuickBooks Online data

We’ve checked your data and believe it has been converted accurately to Quickbooks Online. Now you need to give it the once over and ensure that things are as you'd expect. If you are happy with everything, that's great - just reply to the email we sent you and confirm that you now want to take ownership of the data.

To get a good overview of the converted data, you’ll use these three reports

  1. Trial Balance
  2. Customer Balance Summary
  3. Supplier Balance Summary

This page explains how to access them and what to check in each.

Accrual not Cash reporting

When checking your online data you must ensure you are reporting on accrual basis. This can be changed back to cash basis once all your checks are done. Once you’re signed in to QuickBooks Online, follow these steps to check and change this setting:

Select the cog icon near the top right of the screen, then choose Company Settings:

On the left side of the settings screen, choose Company, then Accounting method.
Select Accrual for the default Accounting method.

Click the Save button.

How to view reports

To see any of these reports, when you’re in QuickBooks just enter the name of the report (e.g. ‘trial balance’) into the search box:

QuickBooks will show matching reports in a list, so you can select the one you want.

1. Trial Balance

Why check this report? A Trial Balance report is a list of all of the accounts in your chart of accounts, with their associated balances. You can therefore use this report to check that the balance on each account in QuickBooks is the same as it was in your original software.

When you run these reports, use the Transaction Date option at the top of the screen to select the dates you entered when you requested the data conversion:

Compare this QuickBooks Online Trial Balance to your original software to satisfy yourself that all account balances are the same. Note that, QuickBooks Online only has one account for VAT. Sage typically uses three accounts, so if you have converted from Sage the balance in QuickBooks Online will be the total of the three balances in Sage.

Make sure you are comparing like with like: remember that your data was converted to a specific “Transactions to” date. When you are comparing the balances in QuickBooks to the balances in your original data be sure to ignore any transactions after the “Transactions to” date.

2 - 3 Customer and supplier balance summaries

Why check this report? These reports show the balances on all of your customer and supplier accounts. You can therefore satisfy yourself that these balances are the same in QuickBooks as they were in your original software.

Check that the total balances for each individual supplier or customer agree with the balances in your original software.

Make sure you are comparing like with like: remember that your data was converted to a specific “Transactions to” date. When you are comparing the balances in QuickBooks Online to the balances in your original software be sure to ignore any transactions after the “Transactions to” date.

Do you have extra outstanding transactions? If you look at the Aged Receivables or Aged Payables reports, you may see more outstanding transactions than you were expecting — even though the total balances are correct. This may also be obvious on the main QuickBooks Online Dashboard.

This is because the conversion process is not always able to match all credit notes or payments on account to outstanding bills or invoices. We’ll show you how to tidy this if you wish once you’ve approved the data conversion.

For now, the important thing is to check the total balance for each customer and supplier is correct

Accepting your conversion

Once you’ve followed the steps above, you can let us know you’re happy with how the data has been converted by replying to the email we sent you. If you’ve deleted that email, just contact Support instead - quoting your order reference please.

What to do if you think something is wrong

If you think there are discrepancies, or have questions about the conversion, we’ll be happy to help — just follow the instructions below.

  • Check that you are comparing balances as at the "transactions to" date
  • Ensure that the balances in Sage or QuickBooks exclude later dated transactions
  • Check that you are looking at the same backup file that you sent to us
  • Read our Troubleshooting page
  • Ensure you have read our Limitations guidance and understand what to expect
  • If you still think there is a problem, send details of ONE example of an incorrect balance to Support in the format: Account name | Balance in original software | Balance in QuickBooks Online . Please quote your order reference on the email.