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QuickBooks Desktop
to Online Migration
Gregg S. Bossen CPA, President QuickBooks
Made Easy for Nonprofits

Gregg S. Bossen, CPA
● Since 2000, QuickBooks Made Easy for Nonprofits has been
○ Teaching QuickBooks webinars and seminars around the country
○ Providing technical support to hundreds of clients
○ Performing one-one-one consulting
○ Offering nonprofit specific stream-able training.
● Gregg S. Bossen, CPA is not only an expert in the program, but
he is the nation’s leading expert when it comes to Nonprofits
that use QuickBooks.
● Gregg has taught new users as well as
other CPAs, who are themselves considered experts in the
software.
● In total, we have taught over 4,000 seminars to more than
60,000 students.
President/Owner of QuickBooks Made Easy
for Nonprofits

Agenda
Wednesday, March 29, 2023
1.
2.
3.
4.
Welcome
What’s Happening with QuickBooks
Desktop
What’s better in QuickBooks Online
When to stay in Desktop
5. How to go about switching to QBO
6. Q&A

What’s Happening with
QuickBooks Desktop

What has changed in QuickBooks Desktop?
THE PRICING….
Used to be
○ One-Time Fixed Price
○ $78 at TechSoup (Retail $450)
○ Pay it once – never pay again…..
○ Unless you wanted to get a newer version
○ But most orgs don’t need too
STARTING WITH 2022
VERSION:
PRICING COMPLETELY
CHANGED
THE PRICING….
NEW PRICING MODEL
○ Monthly/Annual Subscription Price
○ $799 a Year
○ Must pay every year
○ Not offered on TechSoup at all

I currently have an old QuickBooks Desktop
2021 or older
● WILL IT STILL WORK?
● YES, AS LONG AS…..
● YOU AREN’T USING OTHER QB SERVICES WITH IT
● QUICKBOOKS PAYROLL
● QUICKBOOKS PAYMENTS (MERCHANT SERVICE)
● CONNECTIONS TO OUTSIDE APPLICATIONS
● IF YOU ARE, THEN AFTER 3 YEARS, YOU’LL NEED TO CHANGE

I currently have an old QuickBooks Desktop
2021 or older
● WHAT ARE MY OPTIONS
● STAY WITH THE OLD VERSION BUT
● UPGRADE TO QB 2021 ON TECH SOUP (IF NEEDED)
● DON’T USE QB PAYROLL (GO WITH AN OUTSIDE PROCESSOR)
● DON’T USE QUICKBOOKS PAYMENTS (GO WITH AN OUTSIDE PROCESSOR)
● UPGRADE TO 2023 QUICKBOOKS DESKTOP – PAY $799 A YEAR
● MOVE TO QUICKBOOKS ONLINE – PAY $75 OR $160 A YEAR

What’s better in
QuickBooks Online

What’s so great about QBO?
✔ Is it Secure? VERY
SAFE!!!
“State-of-the-art encryption and
authentication technologies, including
• Secure Sockets Layer (SSL)
• Digital certificates
• and RSA encryption”

Are the features as good as in QB Desktop?
Yes, it allows for
✔ Budgeting by account
✔ Budgeting by program
✔ Budgeting by grant
✔ Tracking Bills
✔ Invoicing
✔ Recurring auto transaction entry
✔ Memorized custom reports
✔ Reporting by program
✔ Reporting by Location (not in Desktop)
✔ Reporting by Grant
✔ Tracking Restricted Grants
✔ Tracking Funds
✔ Printing checks
YES!!!
✔ Tracking Donors
✔ Year-End Donor Thankyou’s (with APP)
✔ Tracking Vendors
✔ Tracking Credit Cards
✔ Creating/Sending 1099’s
✔ Attaching of receipts/grants
✔ Printing to PDF or EXCEL
✔ Printing to Google Sheets (not in Desktop)
✔ BEST OF ALL---- FREE BANK FEEDS!

What are “Bank Feeds”?
✔ Connects your bank/credit card account
✔ Automatically downloads transactions every day
✔ You add them or match them to QBO
✔ Less manual entry
✔ Ensures you catch all transactions
✔ Up to date books at all times
✔ Makes bank recs quick and easy

HOW BANK FEEDS WORK
WHAT IS NOT HAPPENING
NOPE

HOW BANK FEEDS WORK
WHAT IS REALLY HAPPENING
Waiting Room

When to stay in Desktop

When is it best to stay with QB Desktop
IF YOU ARE USING QUICKBOOKS DESKTOP PAYROLL
o CAN’T SPLIT P/R BETWEEN PROGRAMS AND GRANTS IN QBO PAYROLL
IF YOU ARE TRACKING INVENTORY IN QB DESKTOP
IF YOU HAVE MULTIPLE FILES FOR THE SAME COMPANY
o QBO REQUIRES A SEPARATE PAID SUBSCRIPTION FOR EACH FILE
IF YOU HAVE VERY COMPLEX REPORTING REQUIREMENTS (RARE)
o FILTERING NOT A ROBUST IN QBO
o CAN’T COLLAPSE COLUMNS IN QBO

How to go about
switching to QBO

TO MIGRATE DATA OR NOT….
● IT’S ALMOST ALWAYS BEST TO MOVE THE HISTORICAL
TRANSACTIONS AND LISTS OVER TO QBO
● UNLESS YOUR QUICKBOOKS FILE IS A MESS
● IN WHICH CASE YOU WOULD WANT TO START A NEW FILE AND
PUT IN OPENING BALANCES
● ALL HISTORICAL TRANSACTIONS MIGRATE OVER
● ALMOST ALL LISTS MIGRATE OVER

WHAT ITEMS DO NOT MIGRATE
1. MEMORIZED REPORTS
2. MEMORIZED TRANSACTIONS (The transactions move but must be
rescheduled)
3. BUDGETS BY CLASS (PROGRAM) OR BY CUSTOMER (GRANT)
4. PREVIOUS RECONCILIATION REPORTS
5. ATTACHMENTS
6. QUICKBOOKS PAYROLL

STEPS FOR SWITCHING TO QBO
1. DECIDE WHEN TO MAKE THE SWITCH
▪ END OF A MONTH IS BEST
2. RECONCILE ACCOUNTS THROUGH MONTH END
3. ANY CLEAN-UP OR REDESIGN DO IN QB DESKTOP FILE BEFORE
MIGRATING
4. PURCHASE QBO ADVANCED FROM TECH SOUP ($160)
5. OPTIONAL: ADD ON MIGRATION SUPPORT IN TECH SOUP ($345)
6. BEGIN SETUP IN QBO BUT JUST DO THE BASICS
7. MIGRATE THE FILE – MANY STEPS (WE CAN HELP)
8. GET SOME TRAINING IN QBO FOR NONPROFITS

Poll and Q&A

Resources
Kindful Support Portal

Resources
● QuickBooks FAQ
● QuickBooks Online FAQs
● QuickBooks Desktop FAQs
● Overview of the QuickBooks Integration
● Common QuickBooks Questions
● Connecting QuickBooks Online: Getting Started
● How to Connect QuickBooks Desktop to Kindful
● How does QuickBooks terminology map to Kindful?

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for being
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