Switching to a new accounting software or data file

Switching accounting software, to a new data file in your accounting software or going from not using accounting software to using accounting software requires assistance and review from a Customer Support team member to ensure a successful transition - we want to get you syncing again as soon as possible. Here are some things you should know:

Requesting a migration

Contact Customer Support and request a migration appointment. We'll work with you to set up an appointment with a migration specialist who will be your point of contact throughout the process.

Time frame and cost

Each migration is unique. The cost and 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
  • etc…

The migration specialist will assess the account and go over these details and communicate cost before any work is done.

Preparation for the migration

The standard migration process will configure the Bill.com 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 Bill.com and Classifications in the new accounting software or data file will sync into Bill.com. 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 Bill.com.

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

If there is a vendor/customer in Bill.com that does not 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 Bill.com 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 any duplications.

  • For example, if there is a vendor named "Acme Inc" in Bill.com but the name is "Acme Inc." in the new accounting software, this will result in a duplicate in Bill.com and the new accounting software (one with the period and one without).
  • If migrating to any version of QuickBooks for Windows, this is not the case. The vendors and customers in QuickBooks will sync into Bill.com, causing duplicates, which Support will merge.

Transactions Only Unpaid bills and invoices in Bill.com 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 will not sync to the new accounting software or data file.