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Migrate Data from Quickbooks

If you already use QuickBooks Online, you can bring your existing books into Digits instead of starting from scratch.

QuickBooks migration is only available during initial setup. If you picked the wrong cutover date or migrated before posting everything, you can Start Over to reset onboarding and try again without affecting billing. Once onboarding is complete, QuickBooks migration can't be added without starting over.

Before you migrate

Your migration brings over transactions that are posted to your QuickBooks ledger. Items still sitting in your QuickBooks bank feed ("For Review") aren't posted yet, so they won't come across. That's fine if it's intentional — for example, if you plan to start doing a given month's work in Digits, it's okay to leave that month's bank-feed items in QuickBooks. Just make sure that anything you want to bring into Digits is fully posted from the bank feed before you migrate:

In QuickBooks, categorize and post any bank-feed items you want migrated so they're recorded in the ledger. Anything left in "For Review" stays behind.

Reconcile through your last completed period so your migrated balances are clean.

Set your cutover date to the day after your last fully posted and reconciled period. Your cutover date tells Digits when to take over as your system of record — it's the point from which your Digits activity begins, so pick it once your QuickBooks books are clean through the prior period.

1

New to Digits or Adding Another Business?

Option 1: You’re New to Digits

  1. Go to digits.com/join/business and enter your email to create your account.

Option 2: You’re Adding Another Business

  1. From your Digits dashboard, click your business name in the top-left.

  2. Click + Add Business.

2

Follow the Prompts to Connect QuickBooks

  1. Follow the prompts until you’re asked how you want to set up your accounting categories.

  2. Choose Migrate from QuickBooks Online.

  1. Sign in to your QuickBooks Online account and approve the connection.

  2. Set a cutover date—this tells Digits when to take over as the system of record.

We recommend the day after your last fully reconciled period. See: Quickbooks Cutover Datefor more information.

  1. Complete your company profile and continue through setup.

  2. Digits will automatically import your chart of accounts (and other data) from QuickBooks—no CSV upload needed.

All data prior to the cutover date is pulled in for historical reference. Afterward, the QuickBooks connection is archived and no longer syncs. From that day forward, Digits becomes your system of record.

3

After the Import

Once the import finishes:

  1. Go to Accounting → Categories to confirm your chart of accounts looks right.

  2. Connect Banks & Apps so new activity starts flowing into Digits.

  3. Invite your team or accountant to collaborate, if you’d like.

From there:

  • Your QuickBooks categories and balances are now live in Digits.

  • Digits starts auto-categorizing new transactions based on your historical data.

  • The QuickBooks connection is kept for reference only and no longer updates.

Tip: After migration, check that your opening balances match the final reconciled figures from QuickBooks. Adjust as needed using Journal Entries in the Ledger.

What Migrates to Digits from QBO and What Doesn't?

✅ Migrates:

  • Chart of Accounts (COA) (includes active and inactive accounts; maps to the Categories in Digits)

  • Transactions (your historical activity)

  • Journal Entries (JEs) (included in your transaction history)

  • Classes and Locations from QBO (you'll map these during setup so you can use them in Digits.)

  • Invoices & bills — brought over for their accounting impact (A/R, A/P, and revenue are booked into your ledger), not as standalone invoice or bill documents

  • Customers — Name, Website, Phone, Email, Billing Address, Shipping Address

  • Vendors — Name

  • Products (Includes inactive; imported and surfaced during Invoice creation)

    • Products with a unit price of $0 or greater appear in the Product selection dropdown

    • Products with a unit price less than $0 appear as Discount options when creating an invoice

🚫 Does NOT Migrate:

  • Reconciliation status (whether a transaction was previously marked reconciled in QBO)

  • Reconciliation history (past statement periods and reconciliation reports)

  • Invoice, bill, and other document records and attachments — the accounting impact is migrated, but the original documents, attachments, and payment status are not

  • A/R and A/P aging history — your account balances migrate, but aging reports and open item aging do not.

  • Customers — Website, phone, email, billing address, shipping address, payment terms, opening/current balance, notes/ memos, attachments, tax-exempt status/ resale number, preferred payment & delivery method, sub-customers/ jobs (parent-child relationships), custom fields, currency.

  • Vendors — Website, phone, email, Address, tax ID/ 1099 setup, payment terms, account number, opening/ current balance, notes/ memos, attachments, tax settings, custom fields, currency.

Good to know: Your QuickBooks invoices and bills migrate as ledger transactions, so your historical accounting data—including A/R and A/P balances—is preserved. The original documents, attachments, payment status, and aging history don't migrate, so recreate any open invoices or bills you still need to track in Digits.

Running a Parallel Close

If you’d like to test Digits while still closing your books in QuickBooks, you can run a parallel close for your first month.

This lets you compare results between both systems before fully switching to Digits.

See: Try Digits Without Leaving Your Current Setup (Parallel Close)

Frequently Asked Questions

Does Digits overwrite QuickBooks data?

No. Digits reads data from QuickBooks (up to the cutover date) but never pushes updates back.

What if I choose the wrong cutover date?

  • If this is your first (and only) business in Digits: Don’t delete it—email help@digits.com and we’ll help you fix the setup.

  • If this is an additional business you added later: You can delete that business and run setup again with the correct cutover date, or keep it and manually adjust opening balances in the Ledger.

Do Departments and Locations (Classes) import from QuickBooks?

Yes. When you migrate from QBO, you can import both Locations and Line Classes — but you'll need to map them during the import setup, since QBO and Digits use different terminology.

QBO uses a generic structure for these fields, while Digits defines them more specifically as Departments and Locations. During setup, you'll select which QBO field maps to which Digits dimension.

Common mapping:

  • QBO Location (or custom name like "Business") → Digits Departments

  • QBO Line Class → Digits Locations

Do products import from QuickBooks?

Yes, products are imported from QBO — but they only apply if you're using Digits Invoicing to create and manage invoices. If you're not using Invoicing, imported products won't affect your setup.

Why aren't my transactions tagged with Departments or Locations after migration?

Transaction tags won't appear until you've mapped your Departments and Locations. Here's how to do it:

  1. In the left navigation, go to Accounting → Departments (or Locations).

  2. Click Import Departments (or Import Locations) and follow the steps to map your QBO fields to the correct Digits dimension.

Once saved, Digits retroactively applies the tags to all matching historical transactions.

See: Departments| Locations

Are QuickBooks transactions editable after migration?

Yes. All data imported up to your cutover date is editable in Digits. Any changes made in QuickBooks after that date will not sync.

Why am I seeing “The app you’ve selected isn’t available for use in your country”?

This occurs when your QuickBooks Online account was created outside the U.S. Digits’ QuickBooks integration currently supports U.S.-based accounts only. If you have a U.S.-based QuickBooks account, connect that one instead. For non-U.S. accounts, you can still use Digits by importing transactions via CSV.

We know international support is important, and expanding availability is on our roadmap. If you have questions, contact help@digits.com.

Why Migrate from QuickBooks to Digits?

QuickBooks is a solid starting point for many small businesses—but as your business grows, it can start to feel clunky and manual.

You might notice things like:

  • Spending time maintaining rules just to keep transactions categorized

  • Manual reconciliations are slowing down the month-end

  • Reports that only feel “real” after you export to Excel

  • Juggling different tools and views to understand your cash and performance

✨ Digits is built to take that weight off your plate.

Instead of rules and spreadsheets, Digits gives you:

  • Automated Categorization – Transactions classify themselves using AI and get smarter as you confirm them.

  • Continuous Reconciliation – Bank and card reconciliations run in the background, flagging issues early.

  • Live Reports – Your P&L, balance sheet, and dashboards update automatically—no exports needed.

  • One Place to Work Together – You and your accountant can comment, review, and fix things directly in Digits.

In short: businesses move from QuickBooks to Digits to spend less time wrestling with their accounting and more time running the business, with cleaner, real-time numbers they can trust.

Is it safe to run Digits alongside QuickBooks Online?

Yes. Digits' QuickBooks migration is a one-time data pull — it copies your data without modifying or syncing back to your QBO file. Your QuickBooks data remains fully intact.

You can continue using QBO as your primary system while testing Digits in parallel, comparing reports, and verifying accuracy before fully committing. Once you're confident everything aligns, you can transition to Digits and cancel your QBO subscription. See: Try Digits Without Leaving Your Current Setup (Parallel Close)

How do I migrate from QuickBooks Desktop 10?

See: Migrate to Digits from Xero, Puzzle, or Another Platform

Do inactive chart of accounts categories import from QuickBooks?

Yes. Digits imports your entire chart of accounts, including inactive accounts, and brings them over marked as inactive ("Deactivated"). This keeps your historical transactions correctly tied to the categories they were originally posted to. Imported inactive categories still appear in your Categories (shown as Deactivated), so nothing is lost—they're just visually set aside from your active categories.

Viewing migrated Accounts Receivable balances after a QuickBooks migration

When you migrate from QuickBooks Online, Digits brings over your full history—customer information, customer balances, and transaction-level detail. However, AR balances carried over at your cutover won't appear in the AR Aging report. That report is built from invoices created in Digits, and migrated receivables come over as ledger balances rather than individual invoice documents. You can still see the same information from the Accounts Receivable category. Here's how:

  1. Open the Accounts Receivable category detail page. You can get there by finding Accounts Receivable in the Ledger, or by using Ask Digits/search and typing "accounts receivable."

  2. Use the date picker to set the time frame you want. To see balances as of your cutover, select the full range up to that date (e.g., all of 2024–2025 for a January 1, 2026 cutover).

  3. Open the Unpaid Customers view to see the total owed by each customer for that time frame.

  4. Click into any customer to see the underlying transactions that make up their balance.

Got a question or feedback? Our team is all ears—come say hello!

Contact Digits Support