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Switch Quickbooks Accounts ✔

Choose the right process for switching QuickBooks accounts, such as moving from Desktop to Online with or without your company file.

In this article:

Common Scenarios
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How the Cutoff Date Works
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QBD > QBO, Migrating Company File
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New Company File (Not Migrating Old File)
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After You Connect

Common Scenarios

As your business grows and changes, you may need to connect a new QuickBooks Online account to an existing SingleOps account. Review the options below to see which one fits your needs.

Please reach out to the SingleOps Customer Support team at support@singleops.com before you migrate, disconnect, or connect a new file!

🛑 Connecting a new QuickBooks file before SingleOps sets your cutoff date can create duplicate invoices and payments.

⚠️ Switching from one QuickBooks Desktop file to another QuickBooks Desktop file is not supported.

Old Accounting Setup

Common Scenario

QBD > QBO, Migrating Company File

Moving to QBO because your QBD contract is expiring or you want an easier sync process.

QBD or QBO > QBO, New Company File (Not Migrating Old File)

New owner taking over the business, or moving to a different QBO file. QBO company files cannot be migrated to another QBO file, so a new file is required.

No Integration > QBO

Was not using QB when you signed on with SingleOps and wants to start using QBO. Follow Connect SingleOps to QuickBooks Online and contact SingleOps first.

How the Cutoff Date Works

Your cutoff date is the first date that should sync to your new file. When SingleOps sets it, the following records are marked to never sync:

  1. Invoices with an invoice date before the cutoff date, paid or unpaid
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  2. Payment records with a payment date before the cutoff date
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  3. Fully paid invoices regardless of date

    💡 Records dated on the cutoff date will still sync. If invoices or payments dated that day already synced to your old file, choose the next day as your cutoff date.

QBD > QBO, Migrating Company File

  1. QB Admin: Contact SingleOps to notify us of the planned change.
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  2. QB Admin: Get your current file (the old one) up to date. Sync everything in the pending sync list or Sync Wizard and resolve any errors using the QuickBooks Desktop Error Code Reference Guide.

    ⚠️ If an Accountant's Copy is out, wait until it is returned and merged before moving forward.

  3. QB Admin: Export a list of unpaid invoices dated before your cutoff date. You will use this to track payments after the switch.
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  4. QB Admin: Disconnect the current file by going to Setup > Account Settings > QuickBooks and clicking Manage QuickBooks Desktop.
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  5. QB Admin: Migrate the QB company file data from the old file to the new company file. This step must be completed. It ensures the same chart of accounts, products and services, tax data, customers, etc. Without this step the new file will not work.
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  6. QB Admin: Reply on your existing thread with your cutoff date. Do not connect the new account yet.
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  7. SingleOps: Set your cutoff date and notify QB Admin when complete.
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  8. QB Admin: Connect new QBO account. Sign out of QuickBooks in your browser first so you can select the correct company file.
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  9. SingleOps: Run Resync All Data if needed (see After You Connect).
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  10. SingleOps & QB Admin: Sync a test invoice and payment to confirm everything is working.

New Company File (Not Migrating Old File)

  1. QB Admin: Contact SingleOps to notify us of the planned change.
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  2. SingleOps & QB Admin: Schedule a call to walk through the process.
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  3. QB Admin: Make required updates in the new QBO account.
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    1. Chart of Accounts: Add the income accounts you plan to use. If keeping the same accounts, match names exactly, including the Enable account numbers setting.
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    2. Sales Tax: Sales tax does not sync from SingleOps into QuickBooks. Create your sales tax combined rates in your QBO account and add a differentiator to the new names (a * or . or new naming convention). Example:

      1. Old account: Georgia State Sales Tax 7%

      2. New account: Georgia State Sales Tax 7%*
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    3. Items: SingleOps will send you an export of your item list. Update each item's income account to match the new QBO account exactly.
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    4. Cutoff date: Choose your cutoff date (see How the Cutoff Date Works).
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    5. Old file: Clear any pending syncs and sync errors.
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  4. SingleOps & QB Admin: Schedule a call to transition the accounts. On the call:
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    1. QB Admin disconnects the old QB account in Setup > Account Settings > QuickBooks.
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    2. SingleOps sets the cutoff date and clears old QuickBooks data.
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    3. QB Admin connects the new QBO account.
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    4. SingleOps runs Resync All Data, imports your updated item list, and syncs a test invoice.
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  5. QB Admin: Update the Sales Tax Location on existing SingleOps Jobs and CMBs to the new tax locations, and stop using the old ones.

    ⚠️ SingleOps does not bulk push clients or items into the new file. They sync over time as invoices sync, keeping your new file clean.

After You Connect

When QuickBooks is first connected, SingleOps imports records from your QuickBooks file. Connecting to a new file does not repeat this import automatically. Resync All Data pulls records down missing fields and objects from the new file so mismatched objects (such as accounts and clients) realign with SingleOps. It does not resync errors. SingleOps Support runs this for you when needed.

  • Unpaid invoices dated before the cutoff will not sync. To sync a payment on one, remove the Never Sync setting on that invoice, then sync. Check QuickBooks first to avoid duplicates.
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  • Check your QuickBooks Online Sync Report for the first few days and contact SingleOps with any errors.

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