Limitations when converting to QuickBooks

Please understand that it is impossible to make an exact copy of your data in a different accounting system. There will be some information that we can't convert and some information will look different when converted. You can be confident, however, that your financial data will be accurate overall. Expand any of the topics marked with a "+" to read more about them.

Foreign Currency


Converts accurately but in home Currency

Data which includes foreign currencies will be converted in the same way as other data. However, all foreign currency amounts will be changed to the home currency values. Factors specific to QuickBooks (and QBO), and beyond our control, usually mean the conversion result is not completely accurate. We cannot therefore support fixing your conversion and you will need to accept the conversion results "as is". For more information please refer to our Foreign Currency conversion page and the post-conversion tasks.




Causes of complications

Please be aware that it may cause complications (we're unable to fix) with your conversion if your source software contains in excess of any of the following in the conversion period:

  • 40,000 combined invoices, bills and credits
  • 40,000 bank transactions
  • 2,500 credit notes allocated to invoices
  • 10,000 contacts
  • 600 chart of account codes

If there are journals manually entered in Sage that have the same "Ledger year end" description as the system journals, we aren't able to convert these. Differences will be displayed once the conversion completed and you may complete the Fix It For Me form but adjusting for these isn't included in our service unless extremely simple.

If CIS is operated then the conversion is unlikely to be successful.

What data will be converted?

We will transfer the following data to QuickBooks Online

  • Customer details
  • Supplier details
  • Chart of accounts
  • Account balances
  • Customer balances
  • Supplier balances
  • Departments information (optional)
  • Individual transactions as requested
  • What data won't be converted?

    We only currently convert the core accounting information and not the following types of data:

  • Sage archives or backup data that isn't "open" or "live"
  • QuickBooks Classes
  • Budgets
  • Stock/Inventory Items
  • Product/Sales Items
  • Sales and Purchase Orders
  • Estimates
  • Memorised Transactions
  • Invoice and other Templates
  • Timesheets/Time Records
  • Payroll and Employee Records
  • Accounts that have never had any transactions
  • Deleted or cancelled transactions
  • Custom VAT rates (see workarounds below)
  • Sage project data
  • File attachments
  • Unpaid expense claims
  • CIS details CIS details (transactions are also unlikely to convert correctly)
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    Transaction types we can't convert

    There are certain transaction types that we're currently unable to convert to QuickBooks Online eg. Bank transfers (fund transfers). We therefore use the Journal transaction type as a substitute.

    Credit Cards

    Credit card charge transactions are converted as transaction type Cheque.

    Credit Card accounts can only be converted as Xero Bank Accounts. Credit card bank feeds may not be available.


    Transactions with custom VAT rates, EC VAT or unusual VAT transactions will be converted as closely as possible but are likely to be different. We may use a standard rate of VAT or No VAT and then add an adjustment to correct the VAT amount if necessary. This could result in some boxes in VAT Returns being incorrect even if the Balance Sheet amount to be paid or refunded is correct.

    For more information please refer to our post-conversion tasks page and also the VAT Returns Don't Agree page.

    Multiple Payables or Receivables Accounts

    If you have multiple Accounts Receivable or Accounts Payable accounts in your QuickBooks desktop chart of accounts then these will be merged into one single Accounts Receivable and Accounts Payable account in QuickBooks Online.

    Converting Batch entered invoices from Sage

    If you're converting from Sage and "Batch invoice" was used to enter invoices, each line will be converted as a separate invoice (irrespective of the reference) as Sage stores the data this way.


    Things you may need to tidy post-conversion

    We do provide details of our recommended post-conversion tasks but below is a summary. If performing a foreign currency conversion there may be additional tasks you wish to complete. Please refer to the foreign currency section above for more information.


    Reconciling Bank Transactions

    We are unable to mark bank transactions as reconciled during our conversion process. Once your conversion is complete, you will need to mark the bank transactions as reconciled, leaving only the unpresented items as unreconciled and agreeing with the statement balance.

    VAT Codes for Chart of Accounts Items

    Our software tries to work out what the VAT Codes for each account should be, based on the transactions posted to that account in your data, but you should check and amend them if needed before working in your new QuickBooks company.

    Filing VAT Returns

    Returns for earlier periods may need to be "filed" in QuickBooks, to make sure that old transactions do not appear in the next VAT Return report. You should check the first VAT return you produce in QuickBooks carefully, to ensure that the numbers are as you would expect.