How to export everything from QuickBooks Desktop before you leave

Do this while your QuickBooks still opens and edits the file. Pick a cut-over date (the end of a month, quarter or year) and run every report as of that date.

1. Back up the file

• File → Back Up Company → Create Local Backup to make a .QBB file. Save it to a USB drive and to cloud storage.
• Also make a portable company file (.QBM) from File → Create Copy. It is smaller and opens on another PC with QuickBooks.
• Run File → Utilities → Verify Data first, so you are not preserving a damaged file.

2. Export the lists

• File → Utilities → Export → Lists to IIF Files: chart of accounts, customers, vendors, employees, items, classes, terms. IIF is the format most programs import.
• For a readable copy, export the Customer, Vendor, Employee and Item lists to Excel from each centre.

3. Save the reports

Export each to Excel and also save as PDF. For every year you must keep records:

• Trial balance at each year-end and at the cut-over date
• Balance sheet and profit and loss, by year and by month
• General ledger for each year (it is long; export to Excel)
• A/R ageing detail and open invoices at the cut-over date
• A/P ageing detail and unpaid bills at the cut-over date
• Inventory valuation detail and stock status, if you carry stock
• Sales tax liability or GST/HST reports for each filing period
• Bank reconciliation reports for the last reconciled month
• Fixed asset list with cost and depreciation

4. Payroll and year-end

• Payroll summary and payroll detail for each year, and employee earnings year-to-date at the cut-over date.
• Copies of the W-2s and 1099s you filed, or the T4 and T4A slips and summaries.
• Each employee's W-4 or TD1 details, pay rates, deductions and direct deposit details, which you will re-enter.
• Payroll liabilities balance by item, so the new program starts with the right amounts owed.

5. The things people forget

• Attachments stored in QuickBooks' document centre: copy the attached documents folder.
• Memorised transactions and recurring invoices: list them, so you can recreate them.
• Custom invoice templates: save a PDF of each so the new invoices can match.
• Closing date and its password, and your user list with roles.
• The QuickBooks installer and licence number, in case you need to reinstall to look something up.

6. Move and verify

1. Import the lists into the new program.
2. Enter or import opening balances as of the cut-over date, and the open invoices and bills.
3. Compare the new trial balance with QuickBooks' trial balance at the same date. Every account must agree.
4. Check A/R and A/P ageing totals, bank balances and inventory value.
5. Run your first reconciliation in the new program.

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