How to Migrate from QuickBooks to ERP (Signs, Plan, common mistakes to avoid)

QuickBooks has long been trustworthy accounting software for small businesses, but as these organizations grow into the medium category, they run into certain issues. QuickBooks’ rigidity and limited scalability make it a poor fit for a developing business. If you need to use spreadsheets and other software to complete tasks and experience slow reaction times, your QuickBooks system has reached its end of life. Enterprise resource planning (ERP) software is now available to you.

In every manner, ERP software outperforms QuickBooks, providing complete capability, agility, and scalability to support corporate growth.

While you are planning on migrating to the ERP from QuickBook, do you think you are prepared? Let’s find out.

Have you ever tried shifting the house or office? Packing, loading, unloading, and still, something goes wrong. Why? It happens because something went wrong during the process. We learn our lessons from others and avoid repeating those mistakes again or for ourselves if it’s our first time.

Similarly, migrating your QuickBooks to ERP requires some extra attention too. Now, you need to know if you really need to migrate from QuickBooks to ERP. If yes, then how to do it and how to avoid mistakes?

Top Signs you need an upgrade QuickBooks to ERP 

Do you hear your accounting team complaining and ranting about the business complexities? Well, we know businesses are not getting any easier. Businesses thrive with constant scaling. If you are not growing, you are probably going to hit rock bottom which is not good for business in digital times. Sounds scary?

Considering business complexities along with the benefits of ERP, we have gathered information on all the signs warning you to upgrade QuickBooks to ERP.

  • Manual data importing & unreliability
  • Storage Limitations Leading to Performance Slowdown
  • Falling Short of Industry Best-Practices
  • Lack of Manufacturing & Inventory Capabilities
  • A Barrier to Fast Decision Making

No. QuickBooks is a software application that can be used to track sales and income, manage payroll, and prepare for tax season. However, ERP systems allow you to keep track of all of your company’s assets, not just its financial assets.

QuickBooks is most commonly used by businesses with 10-50 people and revenue of $1 million to $10 million.

For many businesses, QuickBooks has become the industry standard for small business financial management software. Although it can be a good fit for small firms at first, it can rapidly become the torment of your finance team’s existence once you reach rapid growth. An upgrade from QuickBooks can relieve your finance team’s anguish and help you set up your company with the systems it needs to support its growth and expansion.

upgrade

QuickBooks to ERP migration Process

Planning for a migration? Well, before that you might have considered going for ERP software integration with QuickBooks, but it requires compatible ERP and it can be tough. However, the migration is a bit more convenient. So, how to migrate QuickBooks to ERP? Let’s check out the process.

In comparison to ERP data management, QuickBooks data management is generally straightforward. ERP solutions provide a broader range of features than QuickBooks. This can be difficult to understand when attempting to calculate things like inventory value depreciation.

To begin, identify which aspects are critical to the company. You might think of something like this:

  • Inventory stock levels, cost, and lead times
  • Existing customer orders including deadlines
  • Current balance sheet
  • Existing vendor orders
  • Plants, plant equipment, and assets

The successful migration of relevant data to your ERP system is critical to the success of your integration. It can be complicated because most ERP systems include features that QuickBooks does not.

Missing data can lead to inaccurate reporting, and data loss is common during migrations. If you use mission-critical stock but do not account for it in the new system, for example, it will not reorder on time or appear in a report.

These can result in expensive delays and even damage to a company’s reputation.

The utilization of trained teams is the solution to data migration challenges. Good ERP software companies will have their own and will be happy to walk you through the process. Some people may take care of it individually at first and then train others.

When their own data is being moved, make sure department leaders are present. This is an excellent opportunity to sanitize data and save time in the future. The data that will be discarded will be chosen by your department heads. It’s pointless to migrate data that isn’t relevant.

Following the completion of the data migration to the new system, you should consider the additional options available to help you manage your business more efficiently. Tell your support staff what you want to see and how you want the system to function. As a result, they should instruct you on how to use and configure the system.

Permissions for responsibilities and job positions should be organized in a hierarchical fashion. They can be changed later if necessary. Allow enough time for the new system to become established. Use a test system for final checks. This should entail the second round of data cleansing, using the same procedures as before.

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The planning step clearly shows the significance of the staff training.

When the system goes online for the first time after training, expect teething problems. It’s critical to give your team your complete support and to instill trust in them. Switching from one system to another, especially one as complex as an ERP, can be intimidating.

You should quit utilizing the old system only when you and your team feel confident. Do not make a hasty transition to the new ERP-based system. It’s not a sprint; it’s a marathon. You don’t want to make a mistake and destroy your reputation as a result.

migration Process

Top 5 Mistakes for and how to avoid them

Finally, moving from the Quickbooks to ERP? Great choice. However, there are plenty of organizations complaining about ERP. It is not because they got the wrong RP, but they made mistakes during the migration process and now it is in a bad situation. If you don’t want to end with bad results, avoid the following mentioned mistakes for good.

Moving from QuickBooks to an ERP system necessitates transferring existing financial data to the new ERP system.

Because it is simple to map data erroneously or wrongly move data to the new ERP system, the migration of master data, opening balances, and transactional data should not be done lightly or delegated entirely to automated migration wizards. As a result, begin with thorough data migration planning.

Failure to clean and evaluate data prior to conversion is a common mistake that many businesses make when transitioning from QuickBooks to ERP.

Inadequate data can lead to migration delays, cost overruns, and the expansion of the scope of a financial system transfer project. The good news is that most ERP systems include import templates and data cleansing tools to help you clean up your data right away. Make use of the resources at your disposal.

Failure to evaluate important requirements throughout the process is one of the most common mistakes firms make while converting from QuickBooks to ERP. During implementation, functionality and processes developed during the planning stage are “lost,” limiting the utility of the final product.

When companies assume that ERP systems perform the same way as QuickBooks, they typically run into problems. They subsequently neglect to test their assumptions about how the new ERP system would work, resulting in errors and inaccuracies that are significantly more difficult to fix later.

Spending additional effort during the requirements phase to explain exactly how the old system functioned in QuickBooks, as well as what processes and configurations are required from the new ERP solution, will help you avoid both of these problems.

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ERP systems can accomplish a lot more than QuickBooks, which is likely one of the reasons your company is switching from QuickBooks to ERP. Some firms, on the other hand, fail to consider how this additional functionality, if not anticipated at the outset, can cause problems later.

Understanding the complexities and new opportunities offered by an ERP system and making essential adjustments during migration, rather than subsequently, will help you avoid making this error. Don’t just copy and paste what you’ve been doing into the new ERP system.

Businesses should not attempt the move on their own, especially when it concerns financial information.

The third major blunder made by businesses when migrating to ERP is attempting to handle the full migration process on their own. This is the time when you need a consultant who understands and has experience with the process you’re working on. When preparing your QuickBooks to ERP transfer, talk with your ERP vendor or employ a trained ERP expert.

QuickBooks

Not sure? Get in Touch

Hopefully, the guide was helpful. Yet, if you have questions or concerns, we at DFSM are ready to help anytime. Our certified team members understand today’s business challenges and are ready to provide the best solution for your ERP migration process. So, be it desktop enterprise solution or cloud solution, just let us know your needs and we will manage it further. And if you want to know how D365 is helpful for supply chain management, warehouse management or inventory management, we would be happy to assist you.

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