Moving from Quickbooks Desktop to Quickbooks Online

Moving from QuickBooks Desktop to QuickBooks Online is a straightforward process, but there are important steps to ensure a smooth transition. This guide outlines how to switch integrations, manage existing quotes, update tax settings, and migrate contacts while minimizing disruptions to your workflow.

Step 1: Prepare for the Transition

Before switching to QuickBooks Online, complete the following:
✅ Invoice any outstanding contracts to avoid re-creating them later.
✅ Remove QuickBooks Desktop integration in SignTracker.
✅ (Optional) Upload your QuickBooks Desktop company file to QuickBooks Online using Intuit’s migration tool.
📌 Full migration instructions: Intuit QuickBooks Migration Guide
✅ Enable QuickBooks Online integration in SignTracker.

Step 2: Dealing with Existing Quotes in SignTracker

• Quotes and contracts created in QuickBooks Desktop are tied to its tax scheme and service items.
• If you plan to invoice previously created quotes or contracts, you must re-create them in SignTracker after switching to QuickBooks Online.
• To avoid this extra step, invoice all outstanding contracts before making the switch.

Step 3: Removing QuickBooks Desktop Integration

1. Go to Settings > QuickBooks Integration in SignTracker.
2. Uncheck Enable QuickBooks Integration to remove QuickBooks Desktop.
3. The screen will update, allowing you to select QuickBooks Online as your new integration.
4. If needed, you can re-enable QuickBooks Desktop integration at any time without losing data.

Step 4: Understanding Sales Tax Changes

• After disabling QuickBooks Desktop, SignTracker will revert to using its internal tax system for quotes.
• Existing quotes will still display QuickBooks Desktop tax settings, but these cannot be applied to new quotes.
• QuickBooks Online automatically generates tax settings based on your business location when you create an account.
• After integrating SignTracker with QuickBooks Online, these new tax rates will be available for use in future quotes.
• To ensure a smooth transition, complete integration before creating any new quotes.

Step 5: Updating Quote Templates for QuickBooks Online

• Quote templates previously used in QuickBooks Desktop must be updated.
• During integration, you will be prompted to map your QuickBooks Desktop tax settings to QuickBooks Online taxes.
• Select the appropriate QuickBooks Online tax rates to apply to your templates.

Step 6: Managing Contacts During the Transition

• Any contacts manually added to QuickBooks Online or transferred via Intuit’s migration tool will sync with SignTracker.
• During integration, SignTracker will prompt you to match contacts between both platforms to ensure accuracy.

Step 7: Get Support if Needed

If you encounter errors or need assistance with the transition, contact SignTracker Support:
📌 Click the Support button in SignTracker for real-time help.
📌 Email support@sign-tracker.com for additional guidance.