FutureFund Support can import your QuickBooks Online books into BeeKeeper for you. You send two reports from QuickBooks, and we bring over your chart of accounts and your full transaction history.

What comes over

• Your whole chart of accounts, with account numbers and descriptions. Sub-accounts are grouped under their parent account.
• Every transaction with all its split lines, payees, memos and check numbers, on its original date.
• QuickBooks opening-balance entries. They come in as BeeKeeper opening balances.
• Any journal entries you made in QuickBooks, including year-end trial balances you brought in from an earlier system.

Your team, vendors and expense reports stay as they are, and so do your bank connections.

Step 1: Export two reports from QuickBooks Online

Account List

1. In QuickBooks, go to Reports and search for Account List
2. Open the report
3. Click Export, then Export to Excel

Journal

1. Go to Reports and search for Journal
2. Set Report period to All Dates and click Run report
3. Click Export, then Export to Excel

Use All Dates. The import rebuilds every balance from your full history, so a shorter date range leaves your balances wrong.

Step 2: Send them to us

Email both files to support@futurefund.com from an address on your BeeKeeper account. Include:

• The name of your organization
• The statement date each bank account was last reconciled through in QuickBooks. Everything up to that date comes in already cleared, so it doesn’t show up in your first BeeKeeper reconciliation.
• Your OK to replace what’s in BeeKeeper now

We check the import against your QuickBooks balances before anything in your books changes, and we let you know when it’s done.

Step 3: After the import

• Bank connections: go to Settings > Linked Accounts, click Edit on each connection and choose the imported bank account. Set Start importing from to a Custom date, the day after your last QuickBooks transaction, so nothing comes in twice. See Bank Connections.
• Budget: re-enter your budget, or import it from a file. See Budget Management.
• Expense reports: any report waiting for approval needs its categories picked again.
• Past years: close each past fiscal year with Close the Books, oldest first. Each close moves that year’s surplus into Carry Over Funds. QuickBooks does this for you behind the scenes; BeeKeeper does it when you close a year.

Bringing data over yourself

If you’d rather keep what’s already in BeeKeeper, you can bring your QuickBooks data over yourself in four pieces: your accounts, your vendors, your budget, and your transactions. Each one is a report you export from QuickBooks and upload in BeeKeeper.

There is no screen for matching columns, so each file needs the column names BeeKeeper expects. Capital letters and spaces in the column names don’t matter.

Your accounts

In QuickBooks, run the Account List report and export it to Excel. Then edit the file so it has these columns:

QuickBooks uses more account types than BeeKeeper does. Change each one to the closest of BeeKeeper’s five:

Go to Bookkeeping > Chart of Accounts, click Actions, then Import Accounts, and upload the file. If an account already exists with the same name and type, it is skipped. If any row has a problem, such as an account number that is already in use, nothing from the file is added. Fix the row and upload the file again.

Your vendors

In QuickBooks, run the Vendor Contact List report and export it. Rename the vendor name column to Name. You can also keep any of these columns: EIN, Address, City, State, Postal Code, Active, and Notes. Then go to Vendors, click Import Vendors and upload it. See Vendors.

Your budget

In QuickBooks, run the Budget Overview report and export it. Set the file up with Account, Type (Income or Expense) and Amount columns, plus an optional Group. QuickBooks shows a budget month by month; BeeKeeper needs one yearly amount per account, so use the yearly total. Go to Budgets, click Add Budget, choose Import from a file and upload it. Any account in the file that isn’t in BeeKeeper yet is created for you. See Budget Management.

Your transactions

Transactions come in one bank account at a time. In QuickBooks, run the Transaction Detail by Account report for one bank account and export it. Then rename these columns:

Only Transaction Date and Amount are required. Money coming in should be a positive number and money going out a negative one. Delete any total or subtotal rows at the bottom. A few title rows above the column names are fine.

Open the bank account under Bookkeeping, click Actions, then Import, and upload the file. Repeat for each bank account, and upload every bank account’s file before you accept anything, so BeeKeeper can pair up the transfers between your accounts.

Everything you upload goes to the account’s Needs Review tab first. When the Account column matches the name or number of an account in BeeKeeper, the transaction comes in with that category. Otherwise you pick the category in Needs Review. A QuickBooks transaction split across several categories shows “-Split-” in that column, so it comes in without a category and you split it in Needs Review. See Imported Transactions: The Needs Review Workflow. If a file goes in wrong, you can undo it from Actions > Import History on the bank account.

This route brings transactions only. Journal entries and year-end trial balances don’t come in this way. To keep past years’ QuickBooks reports with your books, save them as a single PDF (up to 10 MB) and attach it to the bank account’s Opening Balance entry (row ⋮ > Edit > More details) before you close that fiscal year.