Sync with a new data file or accounting software

If you're changing your accounting software, or going from not using accounting software to using accounting software, you can make this change yourself if you have fewer than 10 syncable items (vendors, customers, items, GL accounts, transactions, etc. - active or inactive) in your account.

If you have more than 10 syncable items (active or inactive) in your account, or are changing to a new data file in your existing accounting software, the change requires an assisted migration with a Customer Support team member to ensure a successful transition. This is because when integrating Cashflow360℠ with an accounting system data file, Cashflow360 tags each list element and all transactional data with unique identifiers. This background identifier eliminates any chance of data being duplicated or synced to the wrong accounting file.

Due to this security feature it's strongly recommended that the Cashflow360 account is not synced to a new accounting package and/or data file without an assisted migration. The cross integration will create a large number of sync errors and duplicated data that will be labor intensive and time consuming to fix in both systems which the migration process helps to mitigate.

You must have manage company and sync permissions in your user role to make accounting software changes or request a migration.


Change your accounting software

You can only make this change yourself if you have fewer than 10 syncable items (active or inactive) in your account.

  1. Select Settings
  2. Select Preferences under Import/Export
  3. Select Change next to the existing software setting
  4. Select your new accounting software
  5. Select Save

If you have more list items than that, the system will direct you to request a migration.


Request a migration

If you have more than 10 syncable items in your account and you need to change your accounting software or data file, contact Customer Support and request a migration appointment. We'll work with you to set up an appointment with a migration specialist, who'll be your point of contact throughout the process.

Time frame

Each migration is unique. The length of the process depends on several factors:

  • accounting system
  • size of data
  • what, if anything, needs to be resynced to the new accounting system

The migration specialist will assess the account and go over these details.

Preparation for the migration__

The standard migration process will configure the Cashflow360 account to sync to a different accounting software or data file. Here are a few tips to ensure a smooth transition:

Classifications (Chart of Accounts, Items, etc.)

All Classifications will be deactivated in Cashflow360 and Classifications in the new accounting software or data file will sync into Cashflow360. Ensure that the Chart of Accounts and any other Classifications are up to date in the new accounting software or data file, as that is what will carry over to Cashflow360.

Vendors and Customers

The Vendors and Customers in Cashflow360 remain active and will link together with existing Vendors and Customers in the new accounting software or data file, provided that the names are identical (including capitalization, punctuation, and spacing).

If there's a vendor/customer in Cashflow360 that doesn't exist in the new accounting software or data file, it will be created there, and vice versa.

Best practice is to review the vendor and customer list from Cashflow360 and the new accounting software or data file prior to the migration, to ensure that both lists are an exact match, in order to prevent duplications. * For example, if there's a vendor named "Acme Inc" in Cashflow360 but the name is "Acme Inc." in the new accounting software, this will result in a duplicate in Cashflow360 and the new accounting software (one with the period and one without). * If you are migrating to any version of QuickBooks Desktop, there is no name matching to link the same vendors and customers. The vendors and customers in QuickBooks will sync into Cashflow360, causing duplicates, which Support will merge.

Transactions

Only Unpaid bills and invoices in Cashflow360 at the time of the migration will be allowed to sync to the new accounting software or data file. Any bill or invoice in a Scheduled, Partially Paid, or Paid status won't sync to the new accounting software or data file.