January 21, 2025 • 62 mins
Join us for a session of tools to use move QuickBooks Online data to another QBO subscription
CPE offered through Earmark - Check on the channel here: https://bit.ly/QBPHCPE
QB Power Hour is a free, biweekly webinar series for accountants, ProAdvisors, CPAs, bookkeepers and QuickBooks consultants presented by Michelle Long, CPA and Dan DeLong who are very passionate about the industry, QuickBooks and apps that integrate with QuickBooks.
Watch or listen to all of the QB Power Hours at https://www.qbpowerhour.com/blog
Register for upcoming webinars at https://www.qbpowerhour.com/
00:00 Introduction to QB Power Hour
00:25 Earning CPE Credits with Earmark App
01:33 Casual Conversation and Updates
04:13 Discussing QuickBooks Data Migration
06:16 Presenters' Introductions
07:51 Housekeeping and CPE Credit Details
10:43 Considerations for Starting a New Subscription
16:16 Challenges and Solutions in Data Migration
25:58 Using QuickBooks Online Backup Service
29:58 Chronobooks and QuickBooks Online Advanced
30:36 Backup Service Details and Restore Points
31:28 Transactional and List Data Backup
32:32 API Functionality and Data Entitlements
33:09 Payroll Backup and Financial Impact
34:41 Backup and Restore Services Overview
35:52 Challenges with Cloud Backups
43:36 Third-Party Backup Applications
48:15 Import Export Tools and Their Nuances
53:12 Round Tripping: QuickBooks Online to Desktop
56:27 Final Thoughts and Recommendations
Mark as Played
Transcript
Episode Transcript
Available transcripts are automatically generated. Complete accuracy is not guaranteed.
01.21.25_-_best_practices_f (00:30):
How are you?
And and, and how is how are the,can you give us an update on
the, on the southern, southernThe fires yeah, you know, it
seems like California is alwaysa hot mess.
So a quick shout out to all ofmy SoCal people out here
Hopefully those who I know areall okay so far if I'm missing
(00:51):
somebody don't know about it Iyou know, please let us know how
we can help you.
There's stuff in San Diego atthe moment for me Ventura I've
been okay.
The the winds are always a lotof fun, but we're good I've
always felt there needs to be acommunity thing where we can
post where Everybody lives citywise.
So when there's any kind of adisaster of any sort, we have a
(01:12):
better concept of who we need toreach out to with where they're
at to help support each other.
So but thank you for asking, ofcourse.
So appreciate it.
I'm I'm headed in the smokydirection.
We are currently in in, in SanJose, California headed south.
People are like, what are youdoing driving towards that?
(01:34):
But it is a, it is a big, a bigbig area and you're actually how
far how far from the epicenterof of all that's going on.
So I live in Ventura, which Ialways love to describe.
It's right between Malibu andSanta Barbara on the beach.
I'm about 40 miles north ofwhere a lot of the Pacific
(01:54):
Palisades and a lot of stuff isgoing on.
So this time around, I've been.
You know, nice and comfortableand safe.
We had some fires not too longago in Camarillo.
It just, we get the I alwaysfeel silly talking about it
because we have these Santa Anawinds, which is nothing in
comparison to hurricanes ortornadoes and the craziness, but
I guess we all have our ownversions of the, the craziness
(02:15):
of the world that can impact youat times.
And just Right.
Take away your brain focus forsure.
That's one of the things I likedabout living in Arizona is that
a lot of those natural disastersof earthquakes, you know, we had
the occasional wildfire, which,you know, was typically
delegated to the mountains.
(02:36):
But not like, you know.
In, in yeah, it's not, we didn'thave flooding, we didn't have,
you know, all these crazy thingsthat, that are, but now all bets
are off.
I mean, you have, you have thesethings all over the place.
We, there was a tornado that,that occurred in, in Arizona.
(02:56):
Last summer like oh my goodness.
This is crazy.
Speaking of tornadoes.
We're actually gonna be talkingabout one today that's a
masterful tornado that seems toimpact all of us right, which is
the The migration or the copy ofcompany file, which that's the
worst natural disaster, but Idigress Put a one in the chat.
(03:17):
Yeah, I've lost my mouse.
There it is.
Okay.
All right So let me go ahead andshare my screen.
So we'll get started on the onthe power hour so today we're
gonna be talking aboutQuickBooks data magic, best
practices for transferring yourQuickBooks online data, which
maybe one of the best practicesis don't do it.
(03:37):
But by the time we're done here,we may actually come to that
conclusion.
But, working add into it forhowever long that I that I did,
I always was a little bit.
Surprised by the answer that alot of people gave was, well,
just start another company fiveand and it's very drastic and
(04:05):
but it's, it's often the mostsimplest thing to.
To do when when faced with, youknow, an undocumented program
feature, or glitch as a, as afeature is what you called it
the last session.
I think there was a unintendedfeature.
(04:25):
Yeah.
I love that one.
So we're going to, we're goingto unpack a few.
A few ways that you can actuallydo that starting a new company
file and maybe copying from oneone QuickBooks online
subscription to another.
And we'll, we'll kind of unpacka few of those ways to, to do
that.
And the puts and takes that thatgo along with that, because as
(04:50):
we're, as we're going to unpack.
There's no silver bullet when itcomes to just starting over in a
new QuickBooks Onlinesubscription.
So a little bit of a round thehorn here.
My name is Dan DeLong, owner atDan Witt and the School of
Bookkeeping.
Worked that into it for nearly18 years, co hosting today, also
at Workshop Wednesdays over atthe School of Bookkeeping.
(05:14):
How am I sounding?
I got a new headset.
I, I I wanna be a little bitmore, booming.
You sound horrible.
You need more treble.
Take the bass out please so Idon't sound quite as bad.
No, you're fine.
Good.
You're good.
The, the baritone of of, ofQuickBooks and the tenor.
(05:35):
What, what are you, that is yourvocal range.
I don't do acapella, so I don'tknow for sure, but I am Matthew.
My friends call me spot Fultonfounder of Parkway business
solutions, also kind of known ascloud apps, Inc.
Now creator of QB community,like the Facebook group.
Really happy to be a big, bigpart of, you know.
(05:55):
Taking part of these QB powerhours now and you got to be
honest.
This is one of the topics wherewhen we discuss it ahead of
time, I think you and I talkedfor well over an hour of just
the things we could talk about.
And Dan had to remind me thatthis isn't time to squirrel off
and it's power hour, not powerweek, like day or week.
So there's deeper details.
(06:15):
We can maybe go into that adifferent session, of course.
So yeah, there's there's plentyof weeds that we can find
ourselves in even just on one ofthese topics.
So hopefully We can, we can getthrough get through these, these
three major ways to to do thingsand we'll save some time for
questions at the, at the endhere.
(06:38):
So a little bit about thehousekeeping here.
So every where every otherTuesday at noon Eastern, we are
now eligible for CPE credit onall QB power hours, starting
actually December, December 3rd.
However, there's a catch, as yousaw Blake talking about that.
It's not live CPE credit.
(06:59):
It is post webinar CPE credit.
So you can always go to the thechannel that we have on Earmark.
So this particular, We will, wewill still have polling
questions, unlike what Blake wassaying there.
We still have polling questionsjust because we want to know
what you're thinking, but itdoesn't count for participation
(07:20):
in the, in the live webinar.
Five, seven days after today,they will post the, the course
on earmark, and then you cantake those quiz questions there,
and that's what qualifies youfor the hour CPE credit.
But we don't we don't certainlywant you to go running off and
(07:40):
and expecting the, the CPEcredit or wondering where the,
where the course is that showsup.
About five, seven days after thelive webinar.
So, but you can go to theearmark channel or the QB power
hour, if you like in, in reviewany of the other ones that are
up there and get a CP hour forthose.
(08:01):
But bear in mind that thosethere'll be there.
If you don't want the the PDFsof the slides, the past
recordings, podcasts, and otherresources, we have qppowerhour.
com slash resources for that.
And today's today's handouts arein the chat.
Thank you.
Yep.
All right, and we have a coupleof housekeeping.
(08:24):
So if you have specificquestions about things that
we're going to be talking abouthere today, please put them in
the Q& A.
That gives us a better handle onaddressing anything that we
might be able to do live or, orfollowing up with because Chats,
they they tend to tend to scrollin, but if you just happen to
(08:46):
have something to say aboutThere's a blizzard warning in
Florida.
Wait a minute.
A blizzard warning in Florida?
We're in the upside down, man.
I think I know I know You know,it is what it is, but right.
I'm sure it's sunny and balmy inMaine Well, I actually when I
saw it I wanted to be rude andlike Today's a shorts and a t
(09:08):
shirt kind of day for me But Ithought it'd be really rude for
all of our friends out therethat are suffering in the cold
So yeah i'll keep the house niceand warm and suffer with you
guys to feel better All right.
We do have the qb power hourstore.
You want to check that out ifyou if you so desire So let's
let's unpack what we're going tobe talking about here today.
(09:29):
So to move or not to move?
That is the question.
We're going very Shakespeareanhere.
Whether or not and we'll, we'lltalk about some of the
considerations when to start anew subscription, and then
copying data in advance.
So there actually is inQuickBooks Online Advanced,
we'll talk about how there is away to copy the data.
(09:54):
Using QuickBooks OnlineAdvanced, going to and from
QuickBooks Online Advanced.
And then we'll talk about, well,what about everybody else?
Somebody, everybody else who'snot on in advance.
There are some import, exporttools.
And we'll talk about the APIlimitations of such.
And then A tip of the cat to nottip of the cat, tip of the hat
(10:18):
to desktop because we, we dowant to always talk about all
the things and QuickBooksdesktop is, is an option now.
So we, and then hopefully iftime time permits, we'll have
some Q and A and, and maybe gointo a demo of some of these
things if need be.
47 degrees in florida.
(10:39):
What is?
Okay, so I I actually want aswe're talking because it's fun
to do this Everybody put yourtemperature in and I want to see
who's got the lowest and who'sgot the highest at the moment
and right And the line is nineminus nine wins.
Never mind Okay.
No, i'm not gonna go check them.
So and everything has to be infahrenheit if there's anybody
from canada Don't make anyconversions, please like that's
(11:02):
too tough And while we're doingthat, I'll launch the first
first poll question, which is,has you, have you ever had to
start over in QuickBooks onlineor, or been given that as the
solution by, by talking to toIntuit.
(11:23):
Linda's here.
Deborah.
I used to live on BainbridgeIsland up there.
Enjoy that cold.
I'm glad I'm in California Yeah,it's I don't know about all that
stuff.
Ah, so Dan, have you ever doneone of these if you have to
start over?
Yes in the in and we'll talkabout some of the The reasons
(11:44):
why, but the biggest one that Isee is, oftentimes there is, a
discount especially in the, thenonprofit space.
Right.
So you know, there's a companycalled tech soup, is the
recipient of donatedsubscriptions from, from Intuit.
(12:07):
That is all part of their, youknow, we care of your back.
They want to, give some somesubscriptions and then TechSoup
basically confirms that theorganization is a legitimate
nonprofit 501c3 or 501 whateverthey need to, they need to prove
(12:28):
and document that they areeligible.
And it's not just QuickBooks,but you know, Microsoft Office
and other, apps and, andsoftware solutions that, that,
nonprofits need to, to run theirbusiness.
They pay, pennies on the dollarwhen it comes to you know, the
(12:54):
QuickBooks online subscription.
I believe the advanced is 150for a year.
Which is wow, I wish I couldscore some of those, but, Can I
create a non profit where I dothis for other for profit
businesses to get, no, I'msorry, just kidding.
Right, we're just going toresell, no, we're not going to
do that.
(13:14):
But that's that's often one ofthe situations, like, okay,
they've been using advanced fora while.
And oh, here comes this techsoup into the mix, where they
could, you know, potentiallysave a lot of money by
transitioning from their paidsubscription to a, a tech soup
(13:40):
very deeply discounted and therecan be other discounts and, and,
you know, things like that, Or,well, I mean, what, what do you
what are your thoughts aboutthat?
As we kind of close this out andwe've got a slide that kind of
talks about some of these aswell.
I did want to ask you a realquick question because a couple
people have asked this and Idon't know it.
Handouts for prior Power Hours,do you put those on your website
(14:02):
also with the, the session?
Yeah, so there is yeah, there,if you go to the qppowerhour.
com slash resources, there is alink to the OneDrive that, that
has all of them.
And I as you said that, Irealized I didn't do that today,
and we have a folder for eachyear.
(14:24):
So that link, I'll have to lookat that link and see if that is
pointing to the right the rightfolder.
And it may be looking at.
You know, 2024 or some olderyears, so I'll, I'll double
check on that.
But yes, we do have reach outand we can help all of them,
right?
So incidentally, you can go to,the particular landing page or
(14:45):
the replay link for that, thatparticular episode and those
handouts should be there for,for that particular one as well.
Awesome.
I lost my mouse again.
We'll close that down to some ofthe other things we're gonna go
to the slide and one of thethings we talked about is
reasons to do this.
One of them that I was talkingabout is, we always like to do a
(15:07):
backup to desktop when we are,letting go of a client or we're
off boarding a client.
Or another option is if you'regoing to have to go through an
audit and you only want toprovide a certain amount of
information.
And like all of these, it's,there's got to be a good
qualified reason to do itbecause it's not like it's a
super quick, easy way to do it.
So consider the time involved todo it and charge appropriately
(15:31):
for, for your time to do that.
So we mentioned a little bitabout TechSoup.
It could be, you know, I'm usingmy firm bill discount and that's
part of my service offerings orsomething along those lines.
And they've already had theirown subscription.
(15:51):
Or maybe you need a second copyor maybe testing things out in a
sandbox.
Right.
So if you've got a company andyou want to actually figure out
what's the right apps to use forworkflow, Oh, and you want to
be, or even if you want to trainthem on how to use the software
and you don't want to ruineverything, having a secondary
copy with some of their datasometimes is a nice thing to do.
(16:13):
They can play around.
You don't ever have to worryabout them messing up your stuff
and you keep working on yourproject.
Or training new people.
Right.
Maybe don't maybe don't givingthem keys to the castle, so to
speak of you know, go ahead anddo this.
And, you know, maybe it's a anonboarding, right?
Like we'll, we'll give a couple,a couple of clients that.
(16:34):
This is a copy of their data.
Well, you can't, you know, thatthat's a challenge with
QuickBooks online.
If it's, it's redundantly backedup, meaning that, you know, as
soon as you enter something intoQuickBooks, it's saved all over
the place.
So maybe creating a couplecopies of your, of your clients,
putting them in trials or thingslike that.
(16:55):
So you can give a new, newstaff, something to to work in
with real data rather than Youknow, logging into Craig's
landscaping.
And as soon as you close out,it's gone.
The last one you have here inprimary admin issues.
I wanted to touch base on realquick, cause this is one that
impacted me dramatically,without going too deep.
(17:18):
I used to have a businesspartner and the way we had set
it up, it was his businessinitially.
When you set up a firm, you wantto set up the, the, for your
QuickBooks online accountant,especially you should set that
up as a, like.
Accounting at company, whatever,and then always add even the
partners and as employees andgive them access.
(17:38):
So that way, if anybody ever hasto leave that firm, you don't
have to worry about who has theprimary admin and trying to get
things switched over, because Ican tell you, it's really,
really difficult and challengingto do it.
I know it's a little bitdifferent than what you were
saying there, but it's superimportant to know that part.
Yeah.
I mean, and this is, this is oneof those things that we talked
(17:59):
about this on the prior PowerHour when we were talking about
the Intuit login issues, right,where to Intuit, the primary
admin is the first user to stepinto that subscription, right?
And that could be, you know, tothis last point here, something
that was delegated to anemployee who the employee has
(18:20):
left, right?
So, when the primary admin isnot available, right, where
they're not They're not beingcooperative or they're not
available anymore, or the emailis defunct or, or any of those,
you know, fill in the blank ofthose reasons why the primary
(18:43):
admin's not there.
Or they just got a chip on theirshoulder and they're, they're
being nasty.
That's, that's quite possibletoo.
All of those reasons you know,I've had many a call where
they're like, well, you know.
The primary admin is theaccountant, because they're
(19:04):
doing firm, firm based andoftentimes I, I would hear their
sob story and often wonder,well, what is the other side of
the story, right?
Yeah, because not, not, youknow, just because somebody is
telling you something doesn'tmean it's always true.
But it could be.
And I remember talking to anaccountant who was like, this
(19:27):
customer is not paying my billand this is my only leverage is
holding on to this primaryadmin, you know, sort of thing
where, you know, they would,they would call in and say, Hey,
Yeah, this is my company, thisis my data, this is my sort of
thing.
So there, there's always thatpotential of, you know, there's
(19:51):
a reason other than the factthat they're a jerk.
It's not always an opportunityfor a fresh start, right?
Maybe it was just saw anopportunity for a fresh start,
who knows, but yeah.
And that's something that Iwould say, it was like, well, if
you're a company admin, you cantake your data and go home, you
know, and bring it to bring itdown to desktop and then bring
(20:11):
it up to, to a new subscription.
If you really.
Wanted to, but as we're going tounpack there's, there's, there's
a big butt.
All right.
Oh, there we go.
Another, there's theunresponsive one.
So pretty good there.
All right.
But wait a minute, timeout.
(20:32):
There's some considerations whennot to move, right?
Okay.
What if they're using QuickBooksonline payroll?
As we'll, as we'll unpack there,there's a lot of things that
Don't happen when that's thecase, or maybe it's they're
using inventory, or attachmentsthe bank feeds, QuickBooks
(20:53):
payments, third party apps, oh,the list goes on and on.
Maybe they had some existingdiscounts.
Right now, and we're going to goa little bit deeper on some of
this stuff.
We're trying to touch base ontoit because there's obviously
quite a few different, each oneof these, each one of these
things we can go into deeper ofhow you can address and fix it.
So even though there are achallenge, there's still a
(21:14):
workaround, but again, operatelike what's the value of doing
all of this work, right?
You know, is it, is it worth.
You know, the 150 a year savingsfor, you know, because they're
going for tech soup or is theregoing to be more work for them
(21:35):
to actually move that, move thatdata?
Let's talk about Matt, you wantto talk through some of these
things?
I noticed.
Somebody said that the slides onthe go for that one.
And I'll take care of these.
So, you know, I, I'm a firmbeliever when you start to go
through this process.
And if you're trying to save acompany money, you need to do a
little bit of a pushback and asksome questions.
(21:56):
And we all know when you askthem, do you really need a
complete copy?
Like, do you really need hit allthe historical data?
The knee jerk is always going tobe, I need everything.
Always.
You need to go a little furtherand be like.
Do you really, though, like whenwas the last time you actually
looked further back and how longback did you go?
By finding those things out,asking those why's a little bit
(22:19):
deeper, you're going todetermine if you need a full
copy.
If it's a cleanup job, maybe itdoes make sense to do like start
all over which way to go aboutit.
That then leads into AR, AP,open balances.
There's ways that if you're notcreating a, like, if you don't
need an actual full copy, likeyou're changing subscription
wise, there'll be easier ways togo about it.
(22:41):
And other thing you have to takeinto consideration is when you
have third party applications,what data, when you connect it.
Because this is a situationwhere you have a QuickBooks
online company file.
It's already connected to athird party app.
You're going to disconnect itand reconnect it to a new one.
So what information might sinkand muddy the waters?
And you need to understand thatwhen you start to do that as
(23:02):
part of your process.
And then last but not least, youreally want to talk about the
timeline of doing all thesethings.
Because doing the different waysyou're talking about doing this,
it's going to take time.
Is somebody going to be workingin the file at the same time?
The worst thing ever is havingmoving walls.
So if somebody's trying to workin the file while you're trying
to rebuild something, just don'tdo it.
(23:23):
It's just not worth it.
So you have to create a phasedapproach where it's a, you start
the first one of, okay, we'regoing to do, if they're in the
file and they're doing stuff,we're going to do everything all
the way up to this date.
So, like, as of last year, doeverything all the way to that
point, you guys can't touchanything there.
They keep doing their work, andit's understood that it's going
to take time for that firstpart.
(23:43):
So, let's say it takes a monthor two.
Phase two then becomes doing therest of the stuff, and then
phase three is the training andso forth.
So, you really want to make sureyou're, you're documenting that,
figuring that out as your scopeof work, and it's understood, so
it doesn't lead to moreproblems.
Otherwise, you're going to havea lot of threads to pull you're
not going to get paid for.
(24:05):
Yeah, and especially when ifsomebody's working on it at the
same time trying to compare youknow, run your reports just to
confirm, yes, this worked or no,it didn't is going to be
infinite, infinitely more, morecomplicated.
(24:25):
So I did I did republish thepost.
So those of you that weren'table to see the right, The
handouts on the website thatshould be Should be should be
good.
If not, I will do thatimmediately following and you'll
have the slides there.
All right All right.
So let's talk a little bit aboutthe copying with the online
(24:48):
backup service So in QuickBooksOnline Advanced, you know going
back to the going into theWayback Machine when QuickBooks
Online Advanced came out in2018.
There was A couple, there was acouple, online backup services.
(25:10):
And we want to talk a little bitabout, you know, backing a
backup as a, as, as a verb andbackup as a, as a noun.
So QuickBooks online for allversions is redundantly backed
up, meaning that as soon as youhit save on something the theory
is that.
(25:31):
As soon as you hit save, it issaved in multiple clouds or
multiple data centers, whereverwherever that data is, is saved
through Intuit, which I think, Ibelieve now they're using Amazon
Web Services before they hadtheir own, you know, data
centers but now they're, they'reactually leveraging the, the
(25:53):
Amazon Web Services.
So there's in the cloud.
Wherever that cloud happens tobe, there are multiple clouds
and your data is redundantlybacked up on those on those
clouds for security, right?
So if you have Or stability, Ishould say, not necessarily
security.
Stability is the right word,right?
(26:13):
Because, as I was doing researcharound this, as we'll see trying
to provide other solutions,Intuit goes by like a shared
responsibility aspect of this.
There's a more appropriate term,which I'm not getting exactly
right, but what that means isthe fact that they back up the
data doesn't mean they areresponsible or liable for giving
it back to you.
(26:34):
So if there was ever an issue,You could still have to pay
somebody to rebuild everything.
Their backups is specific totheir need to be able to like do
something.
It's not a, Hey, somethinghappened and I need to go
further back.
Yeah.
So so that means that if datacenter that you, wherever,
(26:55):
wherever you were accessing thecloud to your QuickBooks online
data, if that is no longeraccessible, there is a fail
safe, meaning that.
That same sales receipt that yourecorded moments ago would be
available on that otherredundantly backed up data set,
right?
So you wouldn't see that loss ofthat data.
(27:19):
That's a theory.
I'm sure, you know, the chat'sprobably like, well, wait, I had
this happen or I had anythinglike that.
I mean, there's tons of timeswhere, you know, it's not, it
doesn't work street, you know,perfect.
But.
That is the, that is the theory.
So Chronobooks was a, was an appthat backed up the, the online
(27:44):
data, but gave you that restorepoint functionality where you
could say, Oh, this washorrible.
I need to go back to yesterday.
I don't want that sales receiptthat I just saved.
I want yesterday because I hadfill in the blank, right?
Like I, I had, somebody come inand, You know, enter in a whole
(28:07):
bunch of data.
We imported a whole bunch ofstuff from a third party app and
that's no longer necessary or Iwant to go back to yesterday
that this allows you to do that.
So into it in its infinitewisdom acquired said company,
because rather than rather thanyou know.
(28:27):
Build a rebuild the wheel.
Let's let's buy somebody else'swheel and we'll, we'll, we'll
attach it to to our cart.
And, For whatever reason, theydecided to only have, give that
an option for the QuickBooksOnline Advanced, right?
So Chronobooks, which was a athird party app that could be
(28:49):
used for all versions, now onlyworks with with QuickBooks
Online Advanced, but it'sbundled in with the subscription
price.
So whatever, You know, backupservice and we'll talk about
some of the other ones that arethat are out there for for other
versions you don't have to paythe app cost for that if you're
using quickbooks online advance,but it's not automatic you have
(29:13):
to opt into it No pun intendedYou have to turn it on in order
for the backup to start.
but what it does is it allowsyou to choose the, you know,
from multiple restore points.
And Matt, you were saying thatit keeps them for a year.
Yeah.
There's another slide a littlebit deeper, which I didn't
(29:35):
actually know that until Istarted doing a deeper research
onto this.
It will retain the informationfor the last, it says the last.
One year.
And it actually says one year oftime.
So the question is, we'retalking about as of today, one
year, 365 days back is whatthey're saying with any of the
different restore points, youcan, you can access it and use
(29:57):
it.
So after that, you would, you,all the older ones are gone.
I do have some questions.
If you were trying to back upfurther, it takes a whole
snapshot.
So that should just be the, the,the basic answer to it, I guess.
One year.
So, all right.
So.
Let's talk about what getsbacked up because devil's always
(30:18):
in the details, right?
So you've got transactional datainvoices, estimates, sales, and
receipts.
I'm not sure what's thedifference between a sales and
a, and a receipt, because I wasthinking sales receipts because
I read them back to back, but Iassume that's.
Receipts, meaning theattachments, but they're
mentioned over here in otherdata.
(30:41):
So I guess, I'm not sure whatthis means expenses, because
that's not, that's not laid outin the transactional data.
But that, so most of thetransactional data, is backed
up, your list data.
Most of them is backed up, buteven the other data of
(31:03):
attachments company information,not sure what entitlements mean,
because when I thinkentitlements, I when I hear
entitlements, I, I think ofSocial Security and Medicare,
but What other entitlement?
Let's talk about back endfunctionality.
So some of the, what this allhas to do with is what's
available through the API.
And a little bit later down,part of what we do, on each of
(31:26):
these slides you'll see there'sa reference link you can go to
and see where we got this from,of course.
But it's, the question becomes,what can you actually access
through the API or not?
So with their API, entitlementis considering like what
features and functionality isturned on or not automatically
for you inside of the setup.
(31:46):
Makes sense.
How many?
And then exchange rates ifyou're using you know, multi
currency your preferences andsettings.
And then this is the, this isone of the unique things Intuit
Payroll.
Info backed up as journalentries.
So keep that in mind, right?
Like this is part of one of thewait a minute type of type of
(32:11):
show stoppers when you'rethinking of copying data is that
even QuickBooks doesn't back upits own payroll service, right?
So and if they as those nativetransactions, so paychecks to
paychecks versus in this case,Payroll gets backed up as
journal entry.
So the financial impact andthat's, I think that's the key
(32:33):
takeaway for all of this is thata lot of these solutions are
mere the main goal is that yourfinancial impact of these, of
these transactions should bepaid off.
Store, restored whatever,whatever way that you're, you're
(32:55):
trying to, you know, copy datainto one or the other, is that
the financial impact of thesethings?
So, but there is a businessimpact we're really kind of
unpacking and talking about hereas to whether or not this is the
right course of action.
Yeah.
So any any thoughts on this thislist here as you go to the next
(33:15):
slide, which I think kind oftalks with some of the stuff
that doesn't, it also helps kindof answer a question that that
was asked of what's been yourexperience with the backup and
so forth.
So, fundamentally, where I feelthat these backup.
All of the backup and restoreservices that we'll talk about,
they most, they're going to,their focus is going to be on
the financial data for filingyour taxes.
(33:37):
It's not necessarily going to befor the fancy artistic
accounting you've designed foryour custom reports, any like
unique fields, tags, differentthings of those nature, that
stuff won't necessarily pullover, but I think theoretically,
the desire is that you'll beable to like.
Have a, you know, a version ofyour book.
(33:58):
So once you've reviewed it,everything's clear, you can
still see historically what yourtrue tax returns should have
been filed off of sound, right?
Yeah.
Yeah.
And that's and like just talkingabout and looking at this data
that's not backed up and datathat's not restored.
I'm like, you go up here.
(34:20):
The list data, what gets backedup?
Budgets.
But then you look at what's notrestored budgets.
Right?
So.
Yes.
Great.
I'm glad it gets backed up.
But what good is it if I can'trestore it?
Which brings a point.
So the one thing that I wassurprised again, I love doing
(34:41):
this stuff and starting to diveinto research.
Cause I always learn somethingmyself, the cloud backups,
especially like the Googledrive, it creates a special dot
CAB file, right.
That will back up and gostraight to your, to your Google
drive.
You can't restore it.
Yeah.
The heck are you supposed tolike, so what are you supposed
to like, why are you doing it?
I don't know.
Is there actually a way to dosomething with it?
(35:01):
We had the author of the QBO fordummies.
He's really good in Excel.
Like he teaches classes aboutpower query and those types of
things.
And he actually came up or usecase for that is that when you
when you do this cloud backupand download it as a local file
and.
(35:22):
In the slides, if I ever get theright slides up on the website,
there is an appendix of of, ofhis workflow of how do you, how
do you do that?
And that's that's what it talksabout here is the, is that he's,
he's able to, becauseessentially you have a copy, a
local copy of the, of the.
The customer's file.
(35:42):
What he does is he creates powerqueries in Excel and then uses
that as kind of like a desktopversion of, of the client's
backup.
Right?
So that's, that is that's,that's definitely an advanced
Excel.
functionality of using it thatway, but to your point, what
(36:05):
good is a back, a local backupof Excel files, of CSVs, of all
of this information, if I can'tbring it into another, another
subscription?
So you know, there's a lot moredevils in the details of what
data is not backed up and whatis not restored when it comes to
(36:27):
copying, Data from in QuickBooksonline advanced to or a copycat
in this case of the gift on thescreen.
I didn't see this gift,everybody.
I fricking love it.
So it's awesome.
Sorry.
I love it.
Yeah.
Nice.
So the data retention and the,it saves all the backup
(36:49):
snapshots within that, withinthat last year, the backups that
are older than that year won'tbe retrievable.
But really who needs You know,more than a year's worth of
active data.
Anyway, if you're backing upgives you a historical, so just
clarification, it gives youaccess to one year's worth of
backup points, but that thosebackups will give you all it
(37:13):
back of everything always.
So from that moment in time, youknow, when that backup was
created and there's links thereto the, to the QuickBooks
articles so that you, you toocan Be as confused as, as we are
in the, in their documentationmismatch here, but the process
of copying your data inQuickBooks Online Advanced, and
(37:37):
there's an article in there aswell, but yes, it's not as
simple as Control C, Control V,and everything from the
clipboard shows up in, inQuickBooks, but there's a source
and then a destinationsubscription, you have to turn
on the backup service in both,Run the backup and then wait,
(37:59):
because typically that first,that first backup takes about
four or so hours to run andyou'll get a notification.
You'll get an email saying, Hey,this backups been done, but then
you turn on the backup featurein the.
The new subscription, but thenyou turn off automatic backups,
(38:22):
right?
Because you don't want it toautomatically back up nothing.
And then when you choose torestore then it, it backs up
nothing instead of, instead ofthe, what you wanted it to, but
then you copy from your sourceto the destination, and then
again.
Wait, because that, that copyingwill take just as long as
(38:43):
probably that backup to it.
Now, the other thing is, onceyou get this done, you're going
to want to open up both companyfiles in different browsers,
right?
I know in 2025, you're supposedto be able to do both companies
in the same different tabs kindof thing.
We'll see that coming up, butyou, you want to be able to run
reports in both of them tovalidate the information, make
sure the stuff still looks good.
(39:05):
There's always going to be somelittle thing that you just
didn't know.
That they were using a certainfunction and you want to check
that out.
And Dan, as they're doing thepoll you know, you've done more
because we've talked about acouple of times where you've
worked on them, where you'veused this QBOA.
And kind of one of theunofficial tips out there is if
(39:26):
you've got a lower level versionif you upgraded to advanced You
could then do this copy over andyou know if you really felt your
client needed to downgrade againYou could do so but you could
upgrade to advance to do thiswhole process if necessary Yeah,
like you can like if they're,they're on plus, for example,
(39:46):
and then they go to advanced forthe tech soup, right.
The, the discount, you canupgrade them to advance, turn on
the auto backup.
You pay for a month or so ofadvanced to, to allow you to do
this, this copying.
And this is, you know, I'm, I'mmore on the camp of, of, see
(40:08):
what works.
Right.
You can always purge the data.
In, in, in QuickBooks online, ifit doesn't come over properly
and, and that, I think that'smore of.
You know, coming from thatIntuit mindset of trying to,
trying to solve or provide anoption but not necessarily
(40:29):
knowing what you're in for,right?
Without, without intimateknowledge of the apps that are
connected or, you know, theother connected services that
are, that are inside of thatQuickBooks.
And that, that I think is wherea lot of that.
Well, just start a new companymindset comes from, right?
Because that will certainly, youknow, oftentimes.
(40:52):
Be the answer, right?
In QuickBooks, in our QuickBooksdesktop days, a lot of times
things will get frozen and youhave to suggest to restart the
server, which when, when acompany is open in the middle of
the business day, that's not theeasiest thing to do, right?
There are, there are a lot ofpeople accessing that server in
(41:14):
the middle of the day, becausethat's why it exists to begin
with.
So restarting that server as itmay solve your Short term
problem with your QuickBooksdesktop and multi user case
Doesn't mean that that's thebest thing to do at that moment
in time.
Yeah As kind of was brought upis when you're doing obviously
(41:36):
if you're changing subscriptionsany discounts you have you're
you're gonna lose so There's anequation that you should be
looking at when it comes tofiguring out whether you should
be doing all the stuff as wekind of mentioned before so so
when you know the the third orthe You know if advanced to
(41:57):
advanced is not is not an optionor that didn't turn out so well
you know because you waited Youknow 10 hours for this to be
restored only to find out thatyou didn't turn on sales tax in
the destination Or you know somekind of setting that that didn't
work, right?
There are a plethora, or is itplethora?
(42:23):
There's a lot of third partyapplications out there that
that, that could potentially bethe solution, but they if you,
if this look, if this list looksfamiliar, it, there's a reason
because there are QuickBooksonline API limitations and
knowing the history of, chronobooks was an app, right?
(42:48):
And it had to deal with its ownlimitations of accessing.
You want to talk through some ofthese yeah.
But when it comes to, so overthe many last for many, many
years now, I've become extremelyfamiliar with the QuickBooks
online API and.
Most of the limitations when itcomes to the apps out on the
(43:09):
market, whether it's a rewindapp, there's another one.
We'll show you the Corona booksissue.
And, you know, ironically, someof the stuff, even QuickBooks
online to QuickBooks, the linebehind the scenes has to do with
the code that they've writtenthat you can access to be able
to grab information and playwith it.
So the examples of thatQuickBooks online payments.
(43:29):
Something that doesn't transferover right away, but that's,
this is one where if you workwith the support team, they can
move your account over to thenew company file.
It's one of the few ones you canactually do something there, but
it takes extra steps to do it.
Payroll, you're toast.
Nothing you can do there.
If it's a built in payroll,you're going to end up creating
a new one, which means now youneed to start thinking about the
(43:51):
timing of when you're doing thisstuff.
And maybe you're starting tocopy a company file over with
the plan of attack of startingat the beginning of a year or a
quarter in a new company file.
Because yes, that means newemployee information, all those
kind of details.
There isn't a way to take adifferent payroll or an
independent payroll and migrate.
It into your QuickBooks onlineat this time.
(44:12):
So it's one login and see yousee everything other other
things, bank rules, yourreconciliations, other like the
customer types, your pricerules.
You're seeing here, tags.
We know those are going away.
That's not available.
additional custom fields.
And then one of the other oneswould be any advanced
functionality.
So if you've got advancedworkflows, your memorized
(44:33):
reporting, your recurringtransactions automatically sent
reports, all of that will haveto be re created and you need to
put that into your final phaseof the whole project to put that
stuff in.
And somebody had asked, youknow, what has your experience
been with the QBOA backup?
Has it worked?
Did it work?
(44:55):
I worked with with with anonprofit who was moving, you
know, because of the wholeTechSoup issue, to say that it
was done within an hour, no, ittook several days and several
attempts because there were,there were challenges, which is
With the destination or thesource or somewhere in between.
(45:19):
And these third party apps arepart of that, right?
It's all of these online APIlimitations.
They were subject to their owntheir own rules of engagement
because it was, you know, comingfrom an app now into it, then.
Now has the keys to the castlesometimes.
So for these apps that theyacquire, oftentimes they can
(45:41):
give them special exceptions,you know, for for some of these
things.
And you'll see that with likethings like spreadsheet think as
opposed to, you know, other appsthat that are able to send
things to to Excel.
So let's talk a little bit aboutsome of those third party
applications, Matt.
Yeah, so Rewind has been theprimary competitor for the
(46:05):
longest time to what was onceChrono Books and you've noticed
There's been a major drop off oftalking about these type of
backup specific softwaresbecause there are these
limitations and all of usaccountants rightfully.
So I've always kind of just saidlike, look, you're not actually
able to copy all the data.
So can you actually call it atrue backup if you're not
(46:27):
getting the full backup?
It's only doing certaininformation.
But the nice thing is if usingthe different backup softwares,
this is a way with like bothrewind app.
I've used that many times.
Syscloud, I researched, but Ihaven't used it.
You can use this across any ofthe QuickBooks Online versions,
(46:47):
up straight across either way.
And the price is the samehowever you'd want to do it.
They've got some great detail ontheir websites of showing you
what will transfer, what won't.
But all the limitation stuff wetalked about before, it's still
the same on everything on thispage.
Then the next option is if youwant to use import export tools,
I talk about a little bit more,I believe in the next slide.
(47:09):
And there's quite a fewdifferent ones that are listed
here.
You know, Sassan's a popularone.
Transaction Pro CDAT is mypersonal favorite.
It's more expensive, and it goesmuch deeper into the API.
But you really have to know howto use it, and you really have
to have good Excel skills withalmost all of these.
(47:29):
Q2Q is phenomenal in the desktopaspect of this.
I use it all the time.
Zed Access is phenomenal forQBO.
And they do zero so you canactually take stuff from a QBO
and then move it over and soforth and such if you needed to
as well.
One thing I like about ZedAccess is it's a desktop
application that connects toQuickBooks Desktop and
(47:50):
QuickBooks Online, right?
So that gives you a you know,two for one.
But and we'll, and we'll talkabout the yeah, buts with, with
some of these things.
One thing that I found aboutthat access is that the mappings
so hard.
What is this actually in, inQuickBooks and because it does
(48:14):
talk to both, it has.
Them all right.
So even though you may see itlooks like it could map to this.
Well, no, that's only if it's inQuickBooks online or QuickBooks,
point of sale, because it alsoconnects to that as well.
I've used every one of these andthis is definitely like my bag,
(48:34):
but we could do a whole sessionon just this part of it.
So if there's people that are,have questions, feel free to
reach out.
And I could tell you some of thenuances between all of them, but
respectful of time.
We can't go into all that today.
All right.
So yeah, so I, I, I added thatwhole thing about the mapping.
But talk a little bit about the,the import order.
(48:57):
Yeah.
So I, I, back in the day beforewe like newer, newer apps have
come out, I used to do this allthe time and you would take data
from one.
And the way you go to put itback in matters, and I want you
to think about if you're, ifyou're really just trying to
copy invoices over, well, youcan't copy invoices over unless
you have your customerinformation.
You can't do it without yourproducts and services.
You can't do it without yourterms, all your chart of
(49:19):
accounts.
So you really have to havecertain information put in in
it.
Order and then to go deeper, ifyou've got your you know, when
you're doing your products andservices, you need your chart of
accounts in ahead of time toknow what to tag to different
areas on purpose.
So the order in which you gothrough all these pieces to push
(49:41):
things in is very, very, veryimportant.
And then the next piece is withit which is still do with the
order is the link totransactions.
So again, this is a nerdy APIthing, but.
What is difficult withQuickBooks Online is when you
try to reference an invoice orsomething, you don't actually
reference the invoice number.
You influence, you, youreference their ID number, which
(50:03):
is the database number acrossit.
So to link a payment that wasthere back, you actually have to
know the pieces, which means Youneed really good excel skills.
You can do it with Google, butI'm an excel person.
Do some lookups to attach thepieces.
Do, you know, if you're tryingto do the same thing with
attached documents, everythingelse, you're going to need some
(50:24):
super skills to do this kind ofstuff.
Yeah.
And check there's check thesettings.
Because I had, I had a horriblehorrible experience trying to
move.
Through through a third partyapp where the referenced
document, you know, like a billto a bill payment, they, they
(50:47):
were not, there was a companythat did not use reference
numbers.
So they had tons of bills thatdid not have a reference number,
and the tool was designed tolook at the reference number as
a unique identifier of, of thelinkage.
And what happened was, isbecause they had tons of bills
(51:07):
not being numbered, the toolsaid, well, okay, well this is
the reference number.
It's nothing, it's blank, it'snull.
So I'll go back to the originalbill that had, None in it and
I'll append it so they ended uphaving one big bill that was
(51:27):
dated the wrong date Yearsearlier that had all of their
bill information were all ofthese payments that were that
were supposedly paid A lot of abig very big, mess turn off your
auto applies before you're doingany of that stuff is basically
the key Functionality that turnall of it off because if you
(51:48):
import the payment, it's justgoing to go And then you have to
undo it all that's the officialBlips, the creeps, the blips.
Yeah.
Yeah.
All right, so in our last lastfew minutes here, we're going to
talk about desktop, the roundtrip approach.
Which is where you're going fromQuickBooks Online to desktop.
(52:13):
And then taking that desktopfile to a new QuickBooks Online
subscription.
The advantage is that QuickBooksOnline from going from desktop
to QuickBooks Online is supersimple, right?
The process to actually do that,the challenge is all of these
things.
The things that don't come overlike estimates, purchase orders,
(52:36):
recurring transactions,locations don't exist in
QuickBooks.
Desktop.
There is no such thing as a paydown credit card transaction or
a sales tax payment is handledmuch differently in QuickBooks
online as it does in desktop.
So there is a lot of potentialthings for transactions not to
(52:58):
come from online to desktop.
But again, if That is the, youknow, the most ideal
circumstance that may not be.
Out of the ordinary, right?
So, if they're not usinginventory any other things that
you want to chat about here ormake sure that we call attention
(53:19):
to now.
Yeah.
So when I was creating thislist, I specifically tried to
focus on what does not move, butthe link will get you back to a
whole table of stuff and you cansee it all there.
Because.
If you're going to be doinground tripping, this is the
complicated part.
You need to think about what,when you go from QBO to desktop
(53:41):
and we'll go to another slidewhere it's got a link and shows
a video I've created on how todo it, what will transfer what
won't, and then going back theother direction, there's going
to be things that don't go backthe other way also.
So you almost have to kind oflike look at those lists and
make sure that anything you'reusing or playing with is not
going to be lost along the way.
(54:03):
I've, you know, for multiple,multiple years, I've gone
through and continue to testthis export functionality
capability.
This still works to this day.
I have people watching the videoall the time.
I'll put it in the link to it inthe chat right now as well.
Be sure to like and subscribeand it will help everything
really really it'll help you getthe process done but Round
(54:27):
tripping and this was the toppart of this because the
subscriptions are changing onthis If you don't have a current
subscription for a desktop 2024You won't be able to buy a new
one necessarily, which meansyou're toast there So that means
you're gonna have to have alicense for 21 or 22 Which is
one of the ones where you didn'thave to have a subscription To
(54:49):
be able to open it with that.
Once you have that, then you canopen it and a desktop and start
to play with it.
So again, I really want tostress, like, you need to think
about why you're doing this.
Companies call me all the timesaying they want to do it.
And I tell them desktops goingaway.
Are you like, you're going tohave to go back anyway.
So why are you doing it if it'snot truly a round trip?
(55:10):
So just really think about itwhen you're doing it.
Yeah, it really just depends.
I mean, you want to make sure.
From these things that, youknow, that, that they're not
being, they're not using a lotof these, or it's not a hardship
to recreate these things.
And you may have, you know, allof the above approach, right?
(55:32):
Or maybe, maybe you use one ofthese tools or processes to get
the majority or the lion's shareof your data over.
And then you use something likeSassant where you can Yeah.
Be more surgical and extract thethe, the estimates, for example
or just to open invoices or the,you know, the, the, the things
(55:56):
that you can't, that are, thatare not part of the come along,
come along for the ride, option,but, yes, it still works.
And I think Miriam was, wasasking a question.
Or somebody had asked a questionthat you wanted to answer live
and I meant to put to type it soI could put the link, but I put
(56:19):
the link in the chat instead.
And when they get the slides, Ican have it that way because
this actually, it's going towalk you through step by step by
step, you can always pause it.
It gives you the special, youhave to go to a fancy URL to get
to this thing to download thetool and and so forth.
And then also, after you've donethat, if you run into
challenges, Reach out to me.
(56:40):
i'm happy to try to help.
I'll book a A call with you toyou know, just try to assist and
get you past a a hurdle if youneeded to yeah and i've i've
actually Talked to a couplepeople who've been trying to do
this process of exporting fromqbo to quickbooks desktop And it
it always seems it's it'sseeming to error as of late in
(57:02):
repairing quickbooks, hasactually corrected, corrected
this so Repairing, going intothe control panel of Windows and
running the installation againand just choosing the repair
option has, has Gotten furtherbecause it should just work
right now and it just sometimesit doesn't so you also have to
(57:26):
play with the browser So chromei've seen where chrome stops
working You have to use edge andi've also tried using firefox to
get into it if sometimes sowe're super close to time wise
The things to consider there'ssome stuff here You guys can go
back to and there's articles onit, but I want to go to the last
slide if we can real quick thisis some one more I believe one
(57:46):
more Which so, you know, I know,I know you're not supposed to
put a whole bunch of words on aslide because it's horrible, but
the concept was to give the veryraw basic ideas of how I would
do this.
And guys, there's so many likeside tracks you could take off
of this, but I wanted to try tohelp.
It's the always clean everythingup, run all your reports.
(58:08):
Data storage is free on acomputer.
Run everything to Excel.
It's easier.
Start your export process.
Get it open to desktop.
Review it all.
If there's anything you need tofix, fix all the stuff.
Re reconcile your desktop.
One, you know, just up to thatdate, the date, the amount.
So it all matches for as manyaccounts as you can.
Reveal all your list items tosee if there's anything that's
(58:28):
active or inactive that you wantto get rid of.
Might as well do a little bit oftweaky clean up if you need to,
right?
Get all that done.
Have those reports ready.
Start the process from desktopto back it back up to QuickBooks
online, but right before I'msorry, you back it up, run,
verify data that should be quickand easy since it was just done,
but just make sure there's noproblems there.
Then you start the migrationprocess, open a new cubicle
(58:50):
file.
Once you're notified, run allthe reports again.
Check it against your, you canstart by checking first against
the other QBO.
If it doesn't match great there,check against your desktop to
see where you think broke anddidn't turn out right.
And then you're going to reviewall your company settings.
Be nice, put their logo in, formtheir company details.
Now you started looking at yourbank feeds, your third party
apps, your merchant processing.
(59:11):
Double check here.
After you do all that stuff,double check your reporting
again, make sure all that stuffmatches invite users.
And I forgot step zero ischarging to do all this first.
Right.
Or what you could do is is setthem up as a standard user and
not be the primary so that theycan see it, but not necessarily
(59:35):
walk off with with all that hardwork that you've done.
There's legal ramifications onthat.
I mean, I've never, I've alwaysbeen able to get paid, but I
tell you what, the stress andfrustration of having to do
that, it hurts every time.
Yeah, it's it's always achallenge when that, when it
(59:56):
comes to that.
And then, because of all ofthese challenges that you will
likely experience explainingthat it's not my fault, right?
Because there's a, there's alimitation to Everything here.
There's no, there's no silverbullet that will just take a
snapshot of your data.
(01:00:17):
And move it over into a brandnew subscription, like nothing
happened, from before.
It's not a crock that fitseverybody, right?
So like crock shoes that justone size fits everybody.
And they're so comfortable.
Exactly.
All right.
Well, we hope you appreciated orgot, got something out of this.
(01:00:38):
Actually, I do want to throw thelast, oh, I've been sharing the
wrong the poll for forever.
So, whoops, hold on a second.
What happened?
Oh, did you, did you, did youlaunch that pool?
No, you did, but I maybe closedit, so I never know if I'm
closing it or not, so, Likelyfolks, you'll be able to go into
(01:00:58):
CPE there, which is the mostimportant part of it, but we'd
like to get, we always want todo the final one, which is
finding out whether you learnedsomething from this or not.
Yeah, so if you learnedsomething new, just throw that
in the chat or on the, you know,the, the the face tube or
anything else let us know if, ifthis was worthwhile.
(01:01:19):
We appreciate you joining ustoday and we'll see you in a
couple of weeks where I thinkwe'll we'll actually be doing
some of the Intuit news and andsome of the, the, the tougher
questions that have been showingup in the, in the Facebook
group.
So stump the chump next time.
Which one's the chump though?
(01:01:39):
I'm the new guy, so.
One of us is the stump and theother is the chump.
To be determined who the chumpis on that.
Matthew, thank you for all yourhard work of Putting all this
stuff together today andappreciate you all joining us
and we'll see you next time onthe QB power hour.
(01:01:59):
Have a great day.
How are you?
And and, and how is how are the,can you give us an update on
the, on the southern, southernThe fires yeah, you know, it
seems like California is alwaysa hot mess.
So a quick shout out to all ofmy SoCal people out here
Hopefully those who I know areall okay so far if I'm missing
(00:51):
somebody don't know about it Iyou know, please let us know how
we can help you.
There's stuff in San Diego atthe moment for me Ventura I've
been okay.
The the winds are always a lotof fun, but we're good I've
always felt there needs to be acommunity thing where we can
post where Everybody lives citywise.
So when there's any kind of adisaster of any sort, we have a
(01:12):
better concept of who we need toreach out to with where they're
at to help support each other.
So but thank you for asking, ofcourse.
So appreciate it.
I'm I'm headed in the smokydirection.
We are currently in in, in SanJose, California headed south.
People are like, what are youdoing driving towards that?
(01:34):
But it is a, it is a big, a bigbig area and you're actually how
far how far from the epicenterof of all that's going on.
So I live in Ventura, which Ialways love to describe.
It's right between Malibu andSanta Barbara on the beach.
I'm about 40 miles north ofwhere a lot of the Pacific
(01:54):
Palisades and a lot of stuff isgoing on.
So this time around, I've been.
You know, nice and comfortableand safe.
We had some fires not too longago in Camarillo.
It just, we get the I alwaysfeel silly talking about it
because we have these Santa Anawinds, which is nothing in
comparison to hurricanes ortornadoes and the craziness, but
I guess we all have our ownversions of the, the craziness
(02:15):
of the world that can impact youat times.
And just Right.
Take away your brain focus forsure.
That's one of the things I likedabout living in Arizona is that
a lot of those natural disastersof earthquakes, you know, we had
the occasional wildfire, which,you know, was typically
delegated to the mountains.
(02:36):
But not like, you know.
In, in yeah, it's not, we didn'thave flooding, we didn't have,
you know, all these crazy thingsthat, that are, but now all bets
are off.
I mean, you have, you have thesethings all over the place.
We, there was a tornado that,that occurred in, in Arizona.
(02:56):
Last summer like oh my goodness.
This is crazy.
Speaking of tornadoes.
We're actually gonna be talkingabout one today that's a
masterful tornado that seems toimpact all of us right, which is
the The migration or the copy ofcompany file, which that's the
worst natural disaster, but Idigress Put a one in the chat.
(03:17):
Yeah, I've lost my mouse.
There it is.
Okay.
All right So let me go ahead andshare my screen.
So we'll get started on the onthe power hour so today we're
gonna be talking aboutQuickBooks data magic, best
practices for transferring yourQuickBooks online data, which
maybe one of the best practicesis don't do it.
(03:37):
But by the time we're done here,we may actually come to that
conclusion.
But, working add into it forhowever long that I that I did,
I always was a little bit.
Surprised by the answer that alot of people gave was, well,
just start another company fiveand and it's very drastic and
(04:05):
but it's, it's often the mostsimplest thing to.
To do when when faced with, youknow, an undocumented program
feature, or glitch as a, as afeature is what you called it
the last session.
I think there was a unintendedfeature.
(04:25):
Yeah.
I love that one.
So we're going to, we're goingto unpack a few.
A few ways that you can actuallydo that starting a new company
file and maybe copying from oneone QuickBooks online
subscription to another.
And we'll, we'll kind of unpacka few of those ways to, to do
that.
And the puts and takes that thatgo along with that, because as
(04:50):
we're, as we're going to unpack.
There's no silver bullet when itcomes to just starting over in a
new QuickBooks Onlinesubscription.
So a little bit of a round thehorn here.
My name is Dan DeLong, owner atDan Witt and the School of
Bookkeeping.
Worked that into it for nearly18 years, co hosting today, also
at Workshop Wednesdays over atthe School of Bookkeeping.
(05:14):
How am I sounding?
I got a new headset.
I, I I wanna be a little bitmore, booming.
You sound horrible.
You need more treble.
Take the bass out please so Idon't sound quite as bad.
No, you're fine.
Good.
You're good.
The, the baritone of of, ofQuickBooks and the tenor.
(05:35):
What, what are you, that is yourvocal range.
I don't do acapella, so I don'tknow for sure, but I am Matthew.
My friends call me spot Fultonfounder of Parkway business
solutions, also kind of known ascloud apps, Inc.
Now creator of QB community,like the Facebook group.
Really happy to be a big, bigpart of, you know.
(05:55):
Taking part of these QB powerhours now and you got to be
honest.
This is one of the topics wherewhen we discuss it ahead of
time, I think you and I talkedfor well over an hour of just
the things we could talk about.
And Dan had to remind me thatthis isn't time to squirrel off
and it's power hour, not powerweek, like day or week.
So there's deeper details.
(06:15):
We can maybe go into that adifferent session, of course.
So yeah, there's there's plentyof weeds that we can find
ourselves in even just on one ofthese topics.
So hopefully We can, we can getthrough get through these, these
three major ways to to do thingsand we'll save some time for
questions at the, at the endhere.
(06:38):
So a little bit about thehousekeeping here.
So every where every otherTuesday at noon Eastern, we are
now eligible for CPE credit onall QB power hours, starting
actually December, December 3rd.
However, there's a catch, as yousaw Blake talking about that.
It's not live CPE credit.
(06:59):
It is post webinar CPE credit.
So you can always go to the thechannel that we have on Earmark.
So this particular, We will, wewill still have polling
questions, unlike what Blake wassaying there.
We still have polling questionsjust because we want to know
what you're thinking, but itdoesn't count for participation
(07:20):
in the, in the live webinar.
Five, seven days after today,they will post the, the course
on earmark, and then you cantake those quiz questions there,
and that's what qualifies youfor the hour CPE credit.
But we don't we don't certainlywant you to go running off and
(07:40):
and expecting the, the CPEcredit or wondering where the,
where the course is that showsup.
About five, seven days after thelive webinar.
So, but you can go to theearmark channel or the QB power
hour, if you like in, in reviewany of the other ones that are
up there and get a CP hour forthose.
(08:01):
But bear in mind that thosethere'll be there.
If you don't want the the PDFsof the slides, the past
recordings, podcasts, and otherresources, we have qppowerhour.
com slash resources for that.
And today's today's handouts arein the chat.
Thank you.
Yep.
All right, and we have a coupleof housekeeping.
(08:24):
So if you have specificquestions about things that
we're going to be talking abouthere today, please put them in
the Q& A.
That gives us a better handle onaddressing anything that we
might be able to do live or, orfollowing up with because Chats,
they they tend to tend to scrollin, but if you just happen to
(08:46):
have something to say aboutThere's a blizzard warning in
Florida.
Wait a minute.
A blizzard warning in Florida?
We're in the upside down, man.
I think I know I know You know,it is what it is, but right.
I'm sure it's sunny and balmy inMaine Well, I actually when I
saw it I wanted to be rude andlike Today's a shorts and a t
(09:08):
shirt kind of day for me But Ithought it'd be really rude for
all of our friends out therethat are suffering in the cold
So yeah i'll keep the house niceand warm and suffer with you
guys to feel better All right.
We do have the qb power hourstore.
You want to check that out ifyou if you so desire So let's
let's unpack what we're going tobe talking about here today.
(09:29):
So to move or not to move?
That is the question.
We're going very Shakespeareanhere.
Whether or not and we'll, we'lltalk about some of the
considerations when to start anew subscription, and then
copying data in advance.
So there actually is inQuickBooks Online Advanced,
we'll talk about how there is away to copy the data.
(09:54):
Using QuickBooks OnlineAdvanced, going to and from
QuickBooks Online Advanced.
And then we'll talk about, well,what about everybody else?
Somebody, everybody else who'snot on in advance.
There are some import, exporttools.
And we'll talk about the APIlimitations of such.
And then A tip of the cat to nottip of the cat, tip of the hat
(10:18):
to desktop because we, we dowant to always talk about all
the things and QuickBooksdesktop is, is an option now.
So we, and then hopefully iftime time permits, we'll have
some Q and A and, and maybe gointo a demo of some of these
things if need be.
47 degrees in florida.
(10:39):
What is?
Okay, so I I actually want aswe're talking because it's fun
to do this Everybody put yourtemperature in and I want to see
who's got the lowest and who'sgot the highest at the moment
and right And the line is nineminus nine wins.
Never mind Okay.
No, i'm not gonna go check them.
So and everything has to be infahrenheit if there's anybody
from canada Don't make anyconversions, please like that's
(11:02):
too tough And while we're doingthat, I'll launch the first
first poll question, which is,has you, have you ever had to
start over in QuickBooks onlineor, or been given that as the
solution by, by talking to toIntuit.
(11:23):
Linda's here.
Deborah.
I used to live on BainbridgeIsland up there.
Enjoy that cold.
I'm glad I'm in California Yeah,it's I don't know about all that
stuff.
Ah, so Dan, have you ever doneone of these if you have to
start over?
Yes in the in and we'll talkabout some of the The reasons
(11:44):
why, but the biggest one that Isee is, oftentimes there is, a
discount especially in the, thenonprofit space.
Right.
So you know, there's a companycalled tech soup, is the
recipient of donatedsubscriptions from, from Intuit.
(12:07):
That is all part of their, youknow, we care of your back.
They want to, give some somesubscriptions and then TechSoup
basically confirms that theorganization is a legitimate
nonprofit 501c3 or 501 whateverthey need to, they need to prove
(12:28):
and document that they areeligible.
And it's not just QuickBooks,but you know, Microsoft Office
and other, apps and, andsoftware solutions that, that,
nonprofits need to, to run theirbusiness.
They pay, pennies on the dollarwhen it comes to you know, the
(12:54):
QuickBooks online subscription.
I believe the advanced is 150for a year.
Which is wow, I wish I couldscore some of those, but, Can I
create a non profit where I dothis for other for profit
businesses to get, no, I'msorry, just kidding.
Right, we're just going toresell, no, we're not going to
do that.
(13:14):
But that's that's often one ofthe situations, like, okay,
they've been using advanced fora while.
And oh, here comes this techsoup into the mix, where they
could, you know, potentiallysave a lot of money by
transitioning from their paidsubscription to a, a tech soup
(13:40):
very deeply discounted and therecan be other discounts and, and,
you know, things like that, Or,well, I mean, what, what do you
what are your thoughts aboutthat?
As we kind of close this out andwe've got a slide that kind of
talks about some of these aswell.
I did want to ask you a realquick question because a couple
people have asked this and Idon't know it.
Handouts for prior Power Hours,do you put those on your website
(14:02):
also with the, the session?
Yeah, so there is yeah, there,if you go to the qppowerhour.
com slash resources, there is alink to the OneDrive that, that
has all of them.
And I as you said that, Irealized I didn't do that today,
and we have a folder for eachyear.
(14:24):
So that link, I'll have to lookat that link and see if that is
pointing to the right the rightfolder.
And it may be looking at.
You know, 2024 or some olderyears, so I'll, I'll double
check on that.
But yes, we do have reach outand we can help all of them,
right?
So incidentally, you can go to,the particular landing page or
(14:45):
the replay link for that, thatparticular episode and those
handouts should be there for,for that particular one as well.
Awesome.
I lost my mouse again.
We'll close that down to some ofthe other things we're gonna go
to the slide and one of thethings we talked about is
reasons to do this.
One of them that I was talkingabout is, we always like to do a
(15:07):
backup to desktop when we are,letting go of a client or we're
off boarding a client.
Or another option is if you'regoing to have to go through an
audit and you only want toprovide a certain amount of
information.
And like all of these, it's,there's got to be a good
qualified reason to do itbecause it's not like it's a
super quick, easy way to do it.
So consider the time involved todo it and charge appropriately
(15:31):
for, for your time to do that.
So we mentioned a little bitabout TechSoup.
It could be, you know, I'm usingmy firm bill discount and that's
part of my service offerings orsomething along those lines.
And they've already had theirown subscription.
(15:51):
Or maybe you need a second copyor maybe testing things out in a
sandbox.
Right.
So if you've got a company andyou want to actually figure out
what's the right apps to use forworkflow, Oh, and you want to
be, or even if you want to trainthem on how to use the software
and you don't want to ruineverything, having a secondary
copy with some of their datasometimes is a nice thing to do.
(16:13):
They can play around.
You don't ever have to worryabout them messing up your stuff
and you keep working on yourproject.
Or training new people.
Right.
Maybe don't maybe don't givingthem keys to the castle, so to
speak of you know, go ahead anddo this.
And, you know, maybe it's a anonboarding, right?
Like we'll, we'll give a couple,a couple of clients that.
(16:34):
This is a copy of their data.
Well, you can't, you know, thatthat's a challenge with
QuickBooks online.
If it's, it's redundantly backedup, meaning that, you know, as
soon as you enter something intoQuickBooks, it's saved all over
the place.
So maybe creating a couplecopies of your, of your clients,
putting them in trials or thingslike that.
(16:55):
So you can give a new, newstaff, something to to work in
with real data rather than Youknow, logging into Craig's
landscaping.
And as soon as you close out,it's gone.
The last one you have here inprimary admin issues.
I wanted to touch base on realquick, cause this is one that
impacted me dramatically,without going too deep.
(17:18):
I used to have a businesspartner and the way we had set
it up, it was his businessinitially.
When you set up a firm, you wantto set up the, the, for your
QuickBooks online accountant,especially you should set that
up as a, like.
Accounting at company, whatever,and then always add even the
partners and as employees andgive them access.
(17:38):
So that way, if anybody ever hasto leave that firm, you don't
have to worry about who has theprimary admin and trying to get
things switched over, because Ican tell you, it's really,
really difficult and challengingto do it.
I know it's a little bitdifferent than what you were
saying there, but it's superimportant to know that part.
Yeah.
I mean, and this is, this is oneof those things that we talked
(17:59):
about this on the prior PowerHour when we were talking about
the Intuit login issues, right,where to Intuit, the primary
admin is the first user to stepinto that subscription, right?
And that could be, you know, tothis last point here, something
that was delegated to anemployee who the employee has
(18:20):
left, right?
So, when the primary admin isnot available, right, where
they're not They're not beingcooperative or they're not
available anymore, or the emailis defunct or, or any of those,
you know, fill in the blank ofthose reasons why the primary
(18:43):
admin's not there.
Or they just got a chip on theirshoulder and they're, they're
being nasty.
That's, that's quite possibletoo.
All of those reasons you know,I've had many a call where
they're like, well, you know.
The primary admin is theaccountant, because they're
(19:04):
doing firm, firm based andoftentimes I, I would hear their
sob story and often wonder,well, what is the other side of
the story, right?
Yeah, because not, not, youknow, just because somebody is
telling you something doesn'tmean it's always true.
But it could be.
And I remember talking to anaccountant who was like, this
(19:27):
customer is not paying my billand this is my only leverage is
holding on to this primaryadmin, you know, sort of thing
where, you know, they would,they would call in and say, Hey,
Yeah, this is my company, thisis my data, this is my sort of
thing.
So there, there's always thatpotential of, you know, there's
(19:51):
a reason other than the factthat they're a jerk.
It's not always an opportunityfor a fresh start, right?
Maybe it was just saw anopportunity for a fresh start,
who knows, but yeah.
And that's something that Iwould say, it was like, well, if
you're a company admin, you cantake your data and go home, you
know, and bring it to bring itdown to desktop and then bring
(20:11):
it up to, to a new subscription.
If you really.
Wanted to, but as we're going tounpack there's, there's, there's
a big butt.
All right.
Oh, there we go.
Another, there's theunresponsive one.
So pretty good there.
All right.
But wait a minute, timeout.
(20:32):
There's some considerations whennot to move, right?
Okay.
What if they're using QuickBooksonline payroll?
As we'll, as we'll unpack there,there's a lot of things that
Don't happen when that's thecase, or maybe it's they're
using inventory, or attachmentsthe bank feeds, QuickBooks
(20:53):
payments, third party apps, oh,the list goes on and on.
Maybe they had some existingdiscounts.
Right now, and we're going to goa little bit deeper on some of
this stuff.
We're trying to touch base ontoit because there's obviously
quite a few different, each oneof these, each one of these
things we can go into deeper ofhow you can address and fix it.
So even though there are achallenge, there's still a
(21:14):
workaround, but again, operatelike what's the value of doing
all of this work, right?
You know, is it, is it worth.
You know, the 150 a year savingsfor, you know, because they're
going for tech soup or is theregoing to be more work for them
(21:35):
to actually move that, move thatdata?
Let's talk about Matt, you wantto talk through some of these
things?
I noticed.
Somebody said that the slides onthe go for that one.
And I'll take care of these.
So, you know, I, I'm a firmbeliever when you start to go
through this process.
And if you're trying to save acompany money, you need to do a
little bit of a pushback and asksome questions.
(21:56):
And we all know when you askthem, do you really need a
complete copy?
Like, do you really need hit allthe historical data?
The knee jerk is always going tobe, I need everything.
Always.
You need to go a little furtherand be like.
Do you really, though, like whenwas the last time you actually
looked further back and how longback did you go?
By finding those things out,asking those why's a little bit
(22:19):
deeper, you're going todetermine if you need a full
copy.
If it's a cleanup job, maybe itdoes make sense to do like start
all over which way to go aboutit.
That then leads into AR, AP,open balances.
There's ways that if you're notcreating a, like, if you don't
need an actual full copy, likeyou're changing subscription
wise, there'll be easier ways togo about it.
(22:41):
And other thing you have to takeinto consideration is when you
have third party applications,what data, when you connect it.
Because this is a situationwhere you have a QuickBooks
online company file.
It's already connected to athird party app.
You're going to disconnect itand reconnect it to a new one.
So what information might sinkand muddy the waters?
And you need to understand thatwhen you start to do that as
(23:02):
part of your process.
And then last but not least, youreally want to talk about the
timeline of doing all thesethings.
Because doing the different waysyou're talking about doing this,
it's going to take time.
Is somebody going to be workingin the file at the same time?
The worst thing ever is havingmoving walls.
So if somebody's trying to workin the file while you're trying
to rebuild something, just don'tdo it.
(23:23):
It's just not worth it.
So you have to create a phasedapproach where it's a, you start
the first one of, okay, we'regoing to do, if they're in the
file and they're doing stuff,we're going to do everything all
the way up to this date.
So, like, as of last year, doeverything all the way to that
point, you guys can't touchanything there.
They keep doing their work, andit's understood that it's going
to take time for that firstpart.
(23:43):
So, let's say it takes a monthor two.
Phase two then becomes doing therest of the stuff, and then
phase three is the training andso forth.
So, you really want to make sureyou're, you're documenting that,
figuring that out as your scopeof work, and it's understood, so
it doesn't lead to moreproblems.
Otherwise, you're going to havea lot of threads to pull you're
not going to get paid for.
(24:05):
Yeah, and especially when ifsomebody's working on it at the
same time trying to compare youknow, run your reports just to
confirm, yes, this worked or no,it didn't is going to be
infinite, infinitely more, morecomplicated.
(24:25):
So I did I did republish thepost.
So those of you that weren'table to see the right, The
handouts on the website thatshould be Should be should be
good.
If not, I will do thatimmediately following and you'll
have the slides there.
All right All right.
So let's talk a little bit aboutthe copying with the online
(24:48):
backup service So in QuickBooksOnline Advanced, you know going
back to the going into theWayback Machine when QuickBooks
Online Advanced came out in2018.
There was A couple, there was acouple, online backup services.
(25:10):
And we want to talk a little bitabout, you know, backing a
backup as a, as, as a verb andbackup as a, as a noun.
So QuickBooks online for allversions is redundantly backed
up, meaning that as soon as youhit save on something the theory
is that.
(25:31):
As soon as you hit save, it issaved in multiple clouds or
multiple data centers, whereverwherever that data is, is saved
through Intuit, which I think, Ibelieve now they're using Amazon
Web Services before they hadtheir own, you know, data
centers but now they're, they'reactually leveraging the, the
(25:53):
Amazon Web Services.
So there's in the cloud.
Wherever that cloud happens tobe, there are multiple clouds
and your data is redundantlybacked up on those on those
clouds for security, right?
So if you have Or stability, Ishould say, not necessarily
security.
Stability is the right word,right?
(26:13):
Because, as I was doing researcharound this, as we'll see trying
to provide other solutions,Intuit goes by like a shared
responsibility aspect of this.
There's a more appropriate term,which I'm not getting exactly
right, but what that means isthe fact that they back up the
data doesn't mean they areresponsible or liable for giving
it back to you.
(26:34):
So if there was ever an issue,You could still have to pay
somebody to rebuild everything.
Their backups is specific totheir need to be able to like do
something.
It's not a, Hey, somethinghappened and I need to go
further back.
Yeah.
So so that means that if datacenter that you, wherever,
(26:55):
wherever you were accessing thecloud to your QuickBooks online
data, if that is no longeraccessible, there is a fail
safe, meaning that.
That same sales receipt that yourecorded moments ago would be
available on that otherredundantly backed up data set,
right?
So you wouldn't see that loss ofthat data.
(27:19):
That's a theory.
I'm sure, you know, the chat'sprobably like, well, wait, I had
this happen or I had anythinglike that.
I mean, there's tons of timeswhere, you know, it's not, it
doesn't work street, you know,perfect.
But.
That is the, that is the theory.
So Chronobooks was a, was an appthat backed up the, the online
(27:44):
data, but gave you that restorepoint functionality where you
could say, Oh, this washorrible.
I need to go back to yesterday.
I don't want that sales receiptthat I just saved.
I want yesterday because I hadfill in the blank, right?
Like I, I had, somebody come inand, You know, enter in a whole
(28:07):
bunch of data.
We imported a whole bunch ofstuff from a third party app and
that's no longer necessary or Iwant to go back to yesterday
that this allows you to do that.
So into it in its infinitewisdom acquired said company,
because rather than rather thanyou know.
(28:27):
Build a rebuild the wheel.
Let's let's buy somebody else'swheel and we'll, we'll, we'll
attach it to to our cart.
And, For whatever reason, theydecided to only have, give that
an option for the QuickBooksOnline Advanced, right?
So Chronobooks, which was a athird party app that could be
(28:49):
used for all versions, now onlyworks with with QuickBooks
Online Advanced, but it'sbundled in with the subscription
price.
So whatever, You know, backupservice and we'll talk about
some of the other ones that arethat are out there for for other
versions you don't have to paythe app cost for that if you're
using quickbooks online advance,but it's not automatic you have
(29:13):
to opt into it No pun intendedYou have to turn it on in order
for the backup to start.
but what it does is it allowsyou to choose the, you know,
from multiple restore points.
And Matt, you were saying thatit keeps them for a year.
Yeah.
There's another slide a littlebit deeper, which I didn't
(29:35):
actually know that until Istarted doing a deeper research
onto this.
It will retain the informationfor the last, it says the last.
One year.
And it actually says one year oftime.
So the question is, we'retalking about as of today, one
year, 365 days back is whatthey're saying with any of the
different restore points, youcan, you can access it and use
(29:57):
it.
So after that, you would, you,all the older ones are gone.
I do have some questions.
If you were trying to back upfurther, it takes a whole
snapshot.
So that should just be the, the,the basic answer to it, I guess.
One year.
So, all right.
So.
Let's talk about what getsbacked up because devil's always
(30:18):
in the details, right?
So you've got transactional datainvoices, estimates, sales, and
receipts.
I'm not sure what's thedifference between a sales and
a, and a receipt, because I wasthinking sales receipts because
I read them back to back, but Iassume that's.
Receipts, meaning theattachments, but they're
mentioned over here in otherdata.
(30:41):
So I guess, I'm not sure whatthis means expenses, because
that's not, that's not laid outin the transactional data.
But that, so most of thetransactional data, is backed
up, your list data.
Most of them is backed up, buteven the other data of
(31:03):
attachments company information,not sure what entitlements mean,
because when I thinkentitlements, I when I hear
entitlements, I, I think ofSocial Security and Medicare,
but What other entitlement?
Let's talk about back endfunctionality.
So some of the, what this allhas to do with is what's
available through the API.
And a little bit later down,part of what we do, on each of
(31:26):
these slides you'll see there'sa reference link you can go to
and see where we got this from,of course.
But it's, the question becomes,what can you actually access
through the API or not?
So with their API, entitlementis considering like what
features and functionality isturned on or not automatically
for you inside of the setup.
(31:46):
Makes sense.
How many?
And then exchange rates ifyou're using you know, multi
currency your preferences andsettings.
And then this is the, this isone of the unique things Intuit
Payroll.
Info backed up as journalentries.
So keep that in mind, right?
Like this is part of one of thewait a minute type of type of
(32:11):
show stoppers when you'rethinking of copying data is that
even QuickBooks doesn't back upits own payroll service, right?
So and if they as those nativetransactions, so paychecks to
paychecks versus in this case,Payroll gets backed up as
journal entry.
So the financial impact andthat's, I think that's the key
(32:33):
takeaway for all of this is thata lot of these solutions are
mere the main goal is that yourfinancial impact of these, of
these transactions should bepaid off.
Store, restored whatever,whatever way that you're, you're
(32:55):
trying to, you know, copy datainto one or the other, is that
the financial impact of thesethings?
So, but there is a businessimpact we're really kind of
unpacking and talking about hereas to whether or not this is the
right course of action.
Yeah.
So any any thoughts on this thislist here as you go to the next
(33:15):
slide, which I think kind oftalks with some of the stuff
that doesn't, it also helps kindof answer a question that that
was asked of what's been yourexperience with the backup and
so forth.
So, fundamentally, where I feelthat these backup.
All of the backup and restoreservices that we'll talk about,
they most, they're going to,their focus is going to be on
the financial data for filingyour taxes.
(33:37):
It's not necessarily going to befor the fancy artistic
accounting you've designed foryour custom reports, any like
unique fields, tags, differentthings of those nature, that
stuff won't necessarily pullover, but I think theoretically,
the desire is that you'll beable to like.
Have a, you know, a version ofyour book.
(33:58):
So once you've reviewed it,everything's clear, you can
still see historically what yourtrue tax returns should have
been filed off of sound, right?
Yeah.
Yeah.
And that's and like just talkingabout and looking at this data
that's not backed up and datathat's not restored.
I'm like, you go up here.
(34:20):
The list data, what gets backedup?
Budgets.
But then you look at what's notrestored budgets.
Right?
So.
Yes.
Great.
I'm glad it gets backed up.
But what good is it if I can'trestore it?
Which brings a point.
So the one thing that I wassurprised again, I love doing
(34:41):
this stuff and starting to diveinto research.
Cause I always learn somethingmyself, the cloud backups,
especially like the Googledrive, it creates a special dot
CAB file, right.
That will back up and gostraight to your, to your Google
drive.
You can't restore it.
Yeah.
The heck are you supposed tolike, so what are you supposed
to like, why are you doing it?
I don't know.
Is there actually a way to dosomething with it?
(35:01):
We had the author of the QBO fordummies.
He's really good in Excel.
Like he teaches classes aboutpower query and those types of
things.
And he actually came up or usecase for that is that when you
when you do this cloud backupand download it as a local file
and.
(35:22):
In the slides, if I ever get theright slides up on the website,
there is an appendix of of, ofhis workflow of how do you, how
do you do that?
And that's that's what it talksabout here is the, is that he's,
he's able to, becauseessentially you have a copy, a
local copy of the, of the.
The customer's file.
(35:42):
What he does is he creates powerqueries in Excel and then uses
that as kind of like a desktopversion of, of the client's
backup.
Right?
So that's, that is that's,that's definitely an advanced
Excel.
functionality of using it thatway, but to your point, what
(36:05):
good is a back, a local backupof Excel files, of CSVs, of all
of this information, if I can'tbring it into another, another
subscription?
So you know, there's a lot moredevils in the details of what
data is not backed up and whatis not restored when it comes to
(36:27):
copying, Data from in QuickBooksonline advanced to or a copycat
in this case of the gift on thescreen.
I didn't see this gift,everybody.
I fricking love it.
So it's awesome.
Sorry.
I love it.
Yeah.
Nice.
So the data retention and the,it saves all the backup
(36:49):
snapshots within that, withinthat last year, the backups that
are older than that year won'tbe retrievable.
But really who needs You know,more than a year's worth of
active data.
Anyway, if you're backing upgives you a historical, so just
clarification, it gives youaccess to one year's worth of
backup points, but that thosebackups will give you all it
(37:13):
back of everything always.
So from that moment in time, youknow, when that backup was
created and there's links thereto the, to the QuickBooks
articles so that you, you toocan Be as confused as, as we are
in the, in their documentationmismatch here, but the process
of copying your data inQuickBooks Online Advanced, and
(37:37):
there's an article in there aswell, but yes, it's not as
simple as Control C, Control V,and everything from the
clipboard shows up in, inQuickBooks, but there's a source
and then a destinationsubscription, you have to turn
on the backup service in both,Run the backup and then wait,
(37:59):
because typically that first,that first backup takes about
four or so hours to run andyou'll get a notification.
You'll get an email saying, Hey,this backups been done, but then
you turn on the backup featurein the.
The new subscription, but thenyou turn off automatic backups,
(38:22):
right?
Because you don't want it toautomatically back up nothing.
And then when you choose torestore then it, it backs up
nothing instead of, instead ofthe, what you wanted it to, but
then you copy from your sourceto the destination, and then
again.
Wait, because that, that copyingwill take just as long as
(38:43):
probably that backup to it.
Now, the other thing is, onceyou get this done, you're going
to want to open up both companyfiles in different browsers,
right?
I know in 2025, you're supposedto be able to do both companies
in the same different tabs kindof thing.
We'll see that coming up, butyou, you want to be able to run
reports in both of them tovalidate the information, make
sure the stuff still looks good.
(39:05):
There's always going to be somelittle thing that you just
didn't know.
That they were using a certainfunction and you want to check
that out.
And Dan, as they're doing thepoll you know, you've done more
because we've talked about acouple of times where you've
worked on them, where you'veused this QBOA.
And kind of one of theunofficial tips out there is if
(39:26):
you've got a lower level versionif you upgraded to advanced You
could then do this copy over andyou know if you really felt your
client needed to downgrade againYou could do so but you could
upgrade to advance to do thiswhole process if necessary Yeah,
like you can like if they're,they're on plus, for example,
(39:46):
and then they go to advanced forthe tech soup, right.
The, the discount, you canupgrade them to advance, turn on
the auto backup.
You pay for a month or so ofadvanced to, to allow you to do
this, this copying.
And this is, you know, I'm, I'mmore on the camp of, of, see
(40:08):
what works.
Right.
You can always purge the data.
In, in, in QuickBooks online, ifit doesn't come over properly
and, and that, I think that'smore of.
You know, coming from thatIntuit mindset of trying to,
trying to solve or provide anoption but not necessarily
(40:29):
knowing what you're in for,right?
Without, without intimateknowledge of the apps that are
connected or, you know, theother connected services that
are, that are inside of thatQuickBooks.
And that, that I think is wherea lot of that.
Well, just start a new companymindset comes from, right?
Because that will certainly, youknow, oftentimes.
(40:52):
Be the answer, right?
In QuickBooks, in our QuickBooksdesktop days, a lot of times
things will get frozen and youhave to suggest to restart the
server, which when, when acompany is open in the middle of
the business day, that's not theeasiest thing to do, right?
There are, there are a lot ofpeople accessing that server in
(41:14):
the middle of the day, becausethat's why it exists to begin
with.
So restarting that server as itmay solve your Short term
problem with your QuickBooksdesktop and multi user case
Doesn't mean that that's thebest thing to do at that moment
in time.
Yeah As kind of was brought upis when you're doing obviously
(41:36):
if you're changing subscriptionsany discounts you have you're
you're gonna lose so There's anequation that you should be
looking at when it comes tofiguring out whether you should
be doing all the stuff as wekind of mentioned before so so
when you know the the third orthe You know if advanced to
(41:57):
advanced is not is not an optionor that didn't turn out so well
you know because you waited Youknow 10 hours for this to be
restored only to find out thatyou didn't turn on sales tax in
the destination Or you know somekind of setting that that didn't
work, right?
There are a plethora, or is itplethora?
(42:23):
There's a lot of third partyapplications out there that
that, that could potentially bethe solution, but they if you,
if this look, if this list looksfamiliar, it, there's a reason
because there are QuickBooksonline API limitations and
knowing the history of, chronobooks was an app, right?
(42:48):
And it had to deal with its ownlimitations of accessing.
You want to talk through some ofthese yeah.
But when it comes to, so overthe many last for many, many
years now, I've become extremelyfamiliar with the QuickBooks
online API and.
Most of the limitations when itcomes to the apps out on the
(43:09):
market, whether it's a rewindapp, there's another one.
We'll show you the Corona booksissue.
And, you know, ironically, someof the stuff, even QuickBooks
online to QuickBooks, the linebehind the scenes has to do with
the code that they've writtenthat you can access to be able
to grab information and playwith it.
So the examples of thatQuickBooks online payments.
(43:29):
Something that doesn't transferover right away, but that's,
this is one where if you workwith the support team, they can
move your account over to thenew company file.
It's one of the few ones you canactually do something there, but
it takes extra steps to do it.
Payroll, you're toast.
Nothing you can do there.
If it's a built in payroll,you're going to end up creating
a new one, which means now youneed to start thinking about the
(43:51):
timing of when you're doing thisstuff.
And maybe you're starting tocopy a company file over with
the plan of attack of startingat the beginning of a year or a
quarter in a new company file.
Because yes, that means newemployee information, all those
kind of details.
There isn't a way to take adifferent payroll or an
independent payroll and migrate.
It into your QuickBooks onlineat this time.
(44:12):
So it's one login and see yousee everything other other
things, bank rules, yourreconciliations, other like the
customer types, your pricerules.
You're seeing here, tags.
We know those are going away.
That's not available.
additional custom fields.
And then one of the other oneswould be any advanced
functionality.
So if you've got advancedworkflows, your memorized
(44:33):
reporting, your recurringtransactions automatically sent
reports, all of that will haveto be re created and you need to
put that into your final phaseof the whole project to put that
stuff in.
And somebody had asked, youknow, what has your experience
been with the QBOA backup?
Has it worked?
Did it work?
(44:55):
I worked with with with anonprofit who was moving, you
know, because of the wholeTechSoup issue, to say that it
was done within an hour, no, ittook several days and several
attempts because there were,there were challenges, which is
With the destination or thesource or somewhere in between.
(45:19):
And these third party apps arepart of that, right?
It's all of these online APIlimitations.
They were subject to their owntheir own rules of engagement
because it was, you know, comingfrom an app now into it, then.
Now has the keys to the castlesometimes.
So for these apps that theyacquire, oftentimes they can
(45:41):
give them special exceptions,you know, for for some of these
things.
And you'll see that with likethings like spreadsheet think as
opposed to, you know, other appsthat that are able to send
things to to Excel.
So let's talk a little bit aboutsome of those third party
applications, Matt.
Yeah, so Rewind has been theprimary competitor for the
(46:05):
longest time to what was onceChrono Books and you've noticed
There's been a major drop off oftalking about these type of
backup specific softwaresbecause there are these
limitations and all of usaccountants rightfully.
So I've always kind of just saidlike, look, you're not actually
able to copy all the data.
So can you actually call it atrue backup if you're not
(46:27):
getting the full backup?
It's only doing certaininformation.
But the nice thing is if usingthe different backup softwares,
this is a way with like bothrewind app.
I've used that many times.
Syscloud, I researched, but Ihaven't used it.
You can use this across any ofthe QuickBooks Online versions,
(46:47):
up straight across either way.
And the price is the samehowever you'd want to do it.
They've got some great detail ontheir websites of showing you
what will transfer, what won't.
But all the limitation stuff wetalked about before, it's still
the same on everything on thispage.
Then the next option is if youwant to use import export tools,
I talk about a little bit more,I believe in the next slide.
(47:09):
And there's quite a fewdifferent ones that are listed
here.
You know, Sassan's a popularone.
Transaction Pro CDAT is mypersonal favorite.
It's more expensive, and it goesmuch deeper into the API.
But you really have to know howto use it, and you really have
to have good Excel skills withalmost all of these.
(47:29):
Q2Q is phenomenal in the desktopaspect of this.
I use it all the time.
Zed Access is phenomenal forQBO.
And they do zero so you canactually take stuff from a QBO
and then move it over and soforth and such if you needed to
as well.
One thing I like about ZedAccess is it's a desktop
application that connects toQuickBooks Desktop and
(47:50):
QuickBooks Online, right?
So that gives you a you know,two for one.
But and we'll, and we'll talkabout the yeah, buts with, with
some of these things.
One thing that I found aboutthat access is that the mappings
so hard.
What is this actually in, inQuickBooks and because it does
(48:14):
talk to both, it has.
Them all right.
So even though you may see itlooks like it could map to this.
Well, no, that's only if it's inQuickBooks online or QuickBooks,
point of sale, because it alsoconnects to that as well.
I've used every one of these andthis is definitely like my bag,
(48:34):
but we could do a whole sessionon just this part of it.
So if there's people that are,have questions, feel free to
reach out.
And I could tell you some of thenuances between all of them, but
respectful of time.
We can't go into all that today.
All right.
So yeah, so I, I, I added thatwhole thing about the mapping.
But talk a little bit about the,the import order.
(48:57):
Yeah.
So I, I, back in the day beforewe like newer, newer apps have
come out, I used to do this allthe time and you would take data
from one.
And the way you go to put itback in matters, and I want you
to think about if you're, ifyou're really just trying to
copy invoices over, well, youcan't copy invoices over unless
you have your customerinformation.
You can't do it without yourproducts and services.
You can't do it without yourterms, all your chart of
(49:19):
accounts.
So you really have to havecertain information put in in
it.
Order and then to go deeper, ifyou've got your you know, when
you're doing your products andservices, you need your chart of
accounts in ahead of time toknow what to tag to different
areas on purpose.
So the order in which you gothrough all these pieces to push
(49:41):
things in is very, very, veryimportant.
And then the next piece is withit which is still do with the
order is the link totransactions.
So again, this is a nerdy APIthing, but.
What is difficult withQuickBooks Online is when you
try to reference an invoice orsomething, you don't actually
reference the invoice number.
You influence, you, youreference their ID number, which
(50:03):
is the database number acrossit.
So to link a payment that wasthere back, you actually have to
know the pieces, which means Youneed really good excel skills.
You can do it with Google, butI'm an excel person.
Do some lookups to attach thepieces.
Do, you know, if you're tryingto do the same thing with
attached documents, everythingelse, you're going to need some
(50:24):
super skills to do this kind ofstuff.
Yeah.
And check there's check thesettings.
Because I had, I had a horriblehorrible experience trying to
move.
Through through a third partyapp where the referenced
document, you know, like a billto a bill payment, they, they
(50:47):
were not, there was a companythat did not use reference
numbers.
So they had tons of bills thatdid not have a reference number,
and the tool was designed tolook at the reference number as
a unique identifier of, of thelinkage.
And what happened was, isbecause they had tons of bills
(51:07):
not being numbered, the toolsaid, well, okay, well this is
the reference number.
It's nothing, it's blank, it'snull.
So I'll go back to the originalbill that had, None in it and
I'll append it so they ended uphaving one big bill that was
(51:27):
dated the wrong date Yearsearlier that had all of their
bill information were all ofthese payments that were that
were supposedly paid A lot of abig very big, mess turn off your
auto applies before you're doingany of that stuff is basically
the key Functionality that turnall of it off because if you
(51:48):
import the payment, it's justgoing to go And then you have to
undo it all that's the officialBlips, the creeps, the blips.
Yeah.
Yeah.
All right, so in our last lastfew minutes here, we're going to
talk about desktop, the roundtrip approach.
Which is where you're going fromQuickBooks Online to desktop.
(52:13):
And then taking that desktopfile to a new QuickBooks Online
subscription.
The advantage is that QuickBooksOnline from going from desktop
to QuickBooks Online is supersimple, right?
The process to actually do that,the challenge is all of these
things.
The things that don't come overlike estimates, purchase orders,
(52:36):
recurring transactions,locations don't exist in
QuickBooks.
Desktop.
There is no such thing as a paydown credit card transaction or
a sales tax payment is handledmuch differently in QuickBooks
online as it does in desktop.
So there is a lot of potentialthings for transactions not to
(52:58):
come from online to desktop.
But again, if That is the, youknow, the most ideal
circumstance that may not be.
Out of the ordinary, right?
So, if they're not usinginventory any other things that
you want to chat about here ormake sure that we call attention
(53:19):
to now.
Yeah.
So when I was creating thislist, I specifically tried to
focus on what does not move, butthe link will get you back to a
whole table of stuff and you cansee it all there.
Because.
If you're going to be doinground tripping, this is the
complicated part.
You need to think about what,when you go from QBO to desktop
(53:41):
and we'll go to another slidewhere it's got a link and shows
a video I've created on how todo it, what will transfer what
won't, and then going back theother direction, there's going
to be things that don't go backthe other way also.
So you almost have to kind oflike look at those lists and
make sure that anything you'reusing or playing with is not
going to be lost along the way.
(54:03):
I've, you know, for multiple,multiple years, I've gone
through and continue to testthis export functionality
capability.
This still works to this day.
I have people watching the videoall the time.
I'll put it in the link to it inthe chat right now as well.
Be sure to like and subscribeand it will help everything
really really it'll help you getthe process done but Round
(54:27):
tripping and this was the toppart of this because the
subscriptions are changing onthis If you don't have a current
subscription for a desktop 2024You won't be able to buy a new
one necessarily, which meansyou're toast there So that means
you're gonna have to have alicense for 21 or 22 Which is
one of the ones where you didn'thave to have a subscription To
(54:49):
be able to open it with that.
Once you have that, then you canopen it and a desktop and start
to play with it.
So again, I really want tostress, like, you need to think
about why you're doing this.
Companies call me all the timesaying they want to do it.
And I tell them desktops goingaway.
Are you like, you're going tohave to go back anyway.
So why are you doing it if it'snot truly a round trip?
(55:10):
So just really think about itwhen you're doing it.
Yeah, it really just depends.
I mean, you want to make sure.
From these things that, youknow, that, that they're not
being, they're not using a lotof these, or it's not a hardship
to recreate these things.
And you may have, you know, allof the above approach, right?
(55:32):
Or maybe, maybe you use one ofthese tools or processes to get
the majority or the lion's shareof your data over.
And then you use something likeSassant where you can Yeah.
Be more surgical and extract thethe, the estimates, for example
or just to open invoices or the,you know, the, the, the things
(55:56):
that you can't, that are, thatare not part of the come along,
come along for the ride, option,but, yes, it still works.
And I think Miriam was, wasasking a question.
Or somebody had asked a questionthat you wanted to answer live
and I meant to put to type it soI could put the link, but I put
(56:19):
the link in the chat instead.
And when they get the slides, Ican have it that way because
this actually, it's going towalk you through step by step by
step, you can always pause it.
It gives you the special, youhave to go to a fancy URL to get
to this thing to download thetool and and so forth.
And then also, after you've donethat, if you run into
challenges, Reach out to me.
(56:40):
i'm happy to try to help.
I'll book a A call with you toyou know, just try to assist and
get you past a a hurdle if youneeded to yeah and i've i've
actually Talked to a couplepeople who've been trying to do
this process of exporting fromqbo to quickbooks desktop And it
it always seems it's it'sseeming to error as of late in
(57:02):
repairing quickbooks, hasactually corrected, corrected
this so Repairing, going intothe control panel of Windows and
running the installation againand just choosing the repair
option has, has Gotten furtherbecause it should just work
right now and it just sometimesit doesn't so you also have to
(57:26):
play with the browser So chromei've seen where chrome stops
working You have to use edge andi've also tried using firefox to
get into it if sometimes sowe're super close to time wise
The things to consider there'ssome stuff here You guys can go
back to and there's articles onit, but I want to go to the last
slide if we can real quick thisis some one more I believe one
(57:46):
more Which so, you know, I know,I know you're not supposed to
put a whole bunch of words on aslide because it's horrible, but
the concept was to give the veryraw basic ideas of how I would
do this.
And guys, there's so many likeside tracks you could take off
of this, but I wanted to try tohelp.
It's the always clean everythingup, run all your reports.
(58:08):
Data storage is free on acomputer.
Run everything to Excel.
It's easier.
Start your export process.
Get it open to desktop.
Review it all.
If there's anything you need tofix, fix all the stuff.
Re reconcile your desktop.
One, you know, just up to thatdate, the date, the amount.
So it all matches for as manyaccounts as you can.
Reveal all your list items tosee if there's anything that's
(58:28):
active or inactive that you wantto get rid of.
Might as well do a little bit oftweaky clean up if you need to,
right?
Get all that done.
Have those reports ready.
Start the process from desktopto back it back up to QuickBooks
online, but right before I'msorry, you back it up, run,
verify data that should be quickand easy since it was just done,
but just make sure there's noproblems there.
Then you start the migrationprocess, open a new cubicle
(58:50):
file.
Once you're notified, run allthe reports again.
Check it against your, you canstart by checking first against
the other QBO.
If it doesn't match great there,check against your desktop to
see where you think broke anddidn't turn out right.
And then you're going to reviewall your company settings.
Be nice, put their logo in, formtheir company details.
Now you started looking at yourbank feeds, your third party
apps, your merchant processing.
(59:11):
Double check here.
After you do all that stuff,double check your reporting
again, make sure all that stuffmatches invite users.
And I forgot step zero ischarging to do all this first.
Right.
Or what you could do is is setthem up as a standard user and
not be the primary so that theycan see it, but not necessarily
(59:35):
walk off with with all that hardwork that you've done.
There's legal ramifications onthat.
I mean, I've never, I've alwaysbeen able to get paid, but I
tell you what, the stress andfrustration of having to do
that, it hurts every time.
Yeah, it's it's always achallenge when that, when it
(59:56):
comes to that.
And then, because of all ofthese challenges that you will
likely experience explainingthat it's not my fault, right?
Because there's a, there's alimitation to Everything here.
There's no, there's no silverbullet that will just take a
snapshot of your data.
(01:00:17):
And move it over into a brandnew subscription, like nothing
happened, from before.
It's not a crock that fitseverybody, right?
So like crock shoes that justone size fits everybody.
And they're so comfortable.
Exactly.
All right.
Well, we hope you appreciated orgot, got something out of this.
(01:00:38):
Actually, I do want to throw thelast, oh, I've been sharing the
wrong the poll for forever.
So, whoops, hold on a second.
What happened?
Oh, did you, did you, did youlaunch that pool?
No, you did, but I maybe closedit, so I never know if I'm
closing it or not, so, Likelyfolks, you'll be able to go into
(01:00:58):
CPE there, which is the mostimportant part of it, but we'd
like to get, we always want todo the final one, which is
finding out whether you learnedsomething from this or not.
Yeah, so if you learnedsomething new, just throw that
in the chat or on the, you know,the, the the face tube or
anything else let us know if, ifthis was worthwhile.
(01:01:19):
We appreciate you joining ustoday and we'll see you in a
couple of weeks where I thinkwe'll we'll actually be doing
some of the Intuit news and andsome of the, the, the tougher
questions that have been showingup in the, in the Facebook
group.
So stump the chump next time.
Which one's the chump though?
(01:01:39):
I'm the new guy, so.
One of us is the stump and theother is the chump.
To be determined who the chumpis on that.
Matthew, thank you for all yourhard work of Putting all this
stuff together today andappreciate you all joining us
and we'll see you next time onthe QB power hour.
(01:01:59):
Have a great day.
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