Migration Guide

Switch from QuickBooks to CarteFi

Step-by-step guide. Your data comes with you.

Migration steps

01

Export your data from QuickBooks

10 minutes
  1. Log into QuickBooks Online.
  2. Go to Settings > Export Data (or Reports > All Reports > Transaction List by Date).
  3. Export your Chart of Accounts as CSV.
  4. Export your Customer and Vendor lists as CSV.
  5. Export your Transaction List by Date (all dates) as CSV.
  6. Save all files in a single folder on your computer.
02

Create your CarteFi account

2 minutes
  1. Go to cartefi.com/app/signup and create your account.
  2. Choose your company name, industry, and fiscal year start month.
  3. Select your accounting basis (accrual or cash) -- match what you use in QuickBooks.
  4. Your 14-day free trial starts immediately with all modules enabled.
03

Import your chart of accounts

5 minutes
  1. In CarteFi, go to Settings > Import > Chart of Accounts.
  2. Upload the chart of accounts CSV you exported from QuickBooks.
  3. CarteFi will map QuickBooks account types to its own account types automatically.
  4. Review the mapping, make any corrections, and confirm the import.
  5. Your account numbers and hierarchy will be preserved.
04

Import your contacts

5 minutes
  1. Go to Settings > Import > Contacts.
  2. Upload your Customer list CSV, then your Vendor list CSV.
  3. CarteFi maps name, email, phone, and address fields automatically.
  4. Review and confirm. Duplicates are flagged for your review.
05

Import your transaction history

10-30 minutes (depending on volume)
  1. Go to Settings > Import > Transactions.
  2. Upload your Transaction List by Date CSV.
  3. CarteFi parses journal entries, invoices, bills, and payments.
  4. The import wizard shows you a preview of each transaction before committing.
  5. An Opening Balance Equity account absorbs any rounding differences to keep your books balanced.
06

Verify: compare your trial balance

10 minutes
  1. In QuickBooks, run a Trial Balance report as of your migration date.
  2. In CarteFi, run the same Trial Balance report for the same date.
  3. Compare every account balance. They should match within a few cents.
  4. If any balance is off, check the transaction import log for skipped or flagged items.
  5. Resolve any discrepancies before proceeding.
07

Set up your bank connections

5 minutes
  1. Go to Banking > Connect Bank Account.
  2. Choose Plaid Bank Sync ($5/mo) for automatic daily imports, or use free CSV import.
  3. Link each bank account to the corresponding account in your chart of accounts.
  4. CarteFi will import recent transactions and start categorizing them.
08

Invite your team and accountant

5 minutes
  1. Go to Settings > Team > Invite User.
  2. Add team members with appropriate roles (viewer, editor, accountant, admin).
  3. Invite your CPA or bookkeeper -- they get free access through the accountant portal.
  4. Your accountant can access your books from their own dashboard without using one of your paid user seats.

Your migration is complete when...

  • Trial balance in CarteFi matches QuickBooks (within a few cents)
  • All open invoices appear in Accounts Receivable
  • All outstanding bills appear in Accounts Payable
  • Bank account balances match your bank statements
  • Your accountant has access and has reviewed the imported data
  • Team members can log in with the correct permissions

Ready? Start Your Free Trial

14-day free trial with all modules included. Import your QuickBooks data during the trial -- no commitment required.

Start Free Trial

Need help? Contact us at [email protected] and we will walk you through it.