This guide describes a tidy transition from QuickBooks to Nexbal. For overall principles, see how to switch accounting system. If you want to compare price and options, see Nexbal vs. QuickBooks.
Nexbal is launching in the UK and taking beta users now, so you can set up the new company during the free 30-day trial and switch at a date that suits you. Join the Nexbal beta.
1) Choose switch date and reconcile in QuickBooks
- Choose 1 April (or your year-end) or the start of a VAT period for the simplest transition.
- Reconcile bank, customers, suppliers and VAT up to the switch date.
- File the last VAT return for the period from QuickBooks.
- Lock the period so figures cannot change after export.
2) Export data from QuickBooks
From QuickBooks you can extract:
- Data export (CSV/Excel) – chart of accounts, transactions and journal entries.
- Trial balance as of the switch date (CSV/PDF) – used as opening balance in Nexbal.
- Customers and suppliers (CSV/Excel) – the list you will set up as customers and suppliers in Nexbal.
- Products/items (optional) – useful for ongoing invoicing.
- Attachments/receipts (PDF/JPG/PNG) – download and store securely.
Tip: Use clear filenames, e.g. YYYY-MM-DD_trial-balance_quickbooks.csv and YYYY-MM-DD_data-export_quickbooks.zip.
3) Set up in Nexbal
- Create the company and check company number and VAT registration number.
- Map each QuickBooks account to the nearest account in Nexbal’s standard chart of accounts.
4) Post opening balance
- Use the trial balance from QuickBooks at the switch date.
- Check the balance equals zero and account mapping is correct.
- Enter open customer and supplier items if you want to track them further.
5) Set up customers, suppliers and products
- Create the customers, suppliers and products you still trade with.
6) Bank and first transaction
- Create your bank accounts in Nexbal and upload the first PDF statement after the switch date; Nexbal suggests the postings line by line.
- Post the first transaction and verify reports (general ledger, balance sheet, profit and loss).
7) Handling historical attachments
- Historical attachments from QuickBooks can be stored securely outside Nexbal.
- New transactions in Nexbal keep attachments inside the system.
Frequently asked questions
- Do I need to import all history? No. Many start with an opening balance and retain history via exported reports.
- What if the chart of accounts differs? It will: map each QuickBooks account to the nearest account in Nexbal’s chart, using sub-ledgers or projects for extra detail.
Summary
Export your data, trial balance, master data and attachments from QuickBooks. Create the company and opening balance in Nexbal, set up customers and suppliers, upload your first bank statement and continue bookkeeping.