QuickBooks to NetSuite migration: The complete guide

As companies scale and evolve, their operational needs often outgrow the capabilities of their systems.

We’ve seen our customers use QuickBooks for their financial management before making a pivotal decision: switching to a potentially more robust and scalable platform like NetSuite. 

This complete guide will walk you through the details of a QuickBooks to NetSuite migration. We’ll offer insights, best practices, and a step-by-step roadmap to guarantee a successful migration.

Here’s a breakdown of what we’ll cover: 

• The telltale signs that indicate your business has outgrown QuickBooks
• The advantages of NetSuite and how its set of features helps you scale up
• The role of Orb’s billing platform during and after the migration process
• How to carry out the migration process in nine steps

Let’s start by contrasting QuickBooks and NetSuite and why you’d consider migrating.

Why scaling businesses do a QuickBooks to NetSuite migration

QuickBooks can handle the needs of many small to mid-sized businesses but may not be suitable for larger enterprises. Limitations in handling complex financial needs and accommodating growing user bases often emerge. Growing as a company also involves managing intricate inventory systems. Pricing complexities are something that QuickBooks can, unfortunately, struggle with.

Businesses with unique processes can find QuickBooks restrictive. As subscription costs escalate with added features and users, the need to change becomes clearer as the financial viability of relying on QuickBooks diminishes.

The NetSuite advantage

For many reasons, organizations consider migrating their data to NetSuite. To better understand, let’s briefly overview what makes NetSuite stand out.

 NetSuite is a cloud-based ERP system that offers:

• Scalability: NetSuite is scalable and designed to accommodate growing data volumes and user base. Note that the ease of handling these expansions depends on the implementation and system configuration.
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• Advanced financial management: NetSuite helps tackle complex financial processes with ease. It covers aspects that range from revenue recognition to multi-currency transactions.
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• Comprehensive features: NetSuite provides integrated CRM, inventory management, and e-commerce modules. Remember that extra functionalities may require additional configuration and licensing. 
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• Customization: You can tailor NetSuite to your unique business needs, guaranteeing a perfect fit.
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• Integration: Connect with other critical business systems, creating a unified ecosystem.

Orb’s role in QuickBooks to NetSuite data migration

During migration, Orb facilitates a seamless transition. It does so by synchronizing crucial financial data and automating revenue recognition within NetSuite. This alleviates the burden on finance teams. It also ensures data accuracy through error handling and retry mechanisms. 

The migration to NetSuite helps businesses overcome QuickBooks’ limitations. It helps them embrace scalability and strategically manage the growing pains of scaling up. The question then becomes how to carry out this migration. 

A step-by-step guide for QuickBooks to NetSuite migration

A QuickBooks to NetSuite migration doesn’t need to be a cumbersome process. Let's break down this journey into nine manageable steps to ensure smooth sailing and a successful migration process. Here’s a detailed roadmap for your migration:

Step 1: Evaluate your current QuickBooks setup

Before setting sail, take the time to examine your current QuickBooks setup thoroughly. This introspection allows you to spot potential pain points. 

This process also helps chart the course for a smooth transition. It helps you tailor your NetSuite configuration to meet your unique business needs. Let’s take a closer look at the specific aspects you should be looking at during this evaluation phase:

Identify key business processes and data

• Dive deep into the core processes that drive your business. Which are vital for daily operations, financial management, and customer interactions?
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• Pinpoint the data that fuels these processes. Which information is critical, frequently accessed, and needs to be migrated seamlessly?
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• Consider customer records, vendor information, and inventory details. Any other data that plays a vital role in your business should also be included.

Review existing reports and financials

• Take stock of your current reporting structures and financial data.
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• Ask yourself: Which reports do you rely on for decision-making?
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• Study and analyze your data’s organization and consider other presentation options.

Understanding how you use QuickBooks will guide you in configuring NetSuite to mirror your needs. This step will ensure continuity and minimize disruptions to your financial reporting and analysis.

Identify impacted integrations

• Do you have any third-party tools integrated with QuickBooks? Consider elements such as CRM systems, e-commerce platforms, or marketing automation software. Understand how the migration might affect these connections and plan accordingly.
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• Research whether these tools offer native NetSuite integrations or not. Addressing potential disruptions will guarantee a better transition for your entire tech stack.

Step 2: Plan your migration strategy

With a deep understanding of your QuickBooks ecosystem, it's time to chart the course for your migration. A well-defined strategy minimizes risks and paves the way for a successful transition. Here are three considerations to keep in mind:

Define the scope

• Ask yourself: Will you be migrating all of your data or just a specific subset?
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• A full migration provides a clean slate in NetSuite. This will allow you to start fresh and optimize your data structure.
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• A partial migration might be suitable if you only need to preserve certain historical data. This approach is usually for compliance or reference purposes.

Choose your approach 

The method you select for your migration depends on several factors. These include your technical expertise, available resources, and desired timeline. A QuickBooks to NetSuite migration can be manual or automated. Here’s what these two mean:

• Manual migration allows for detailed oversight of the process, but it can be time-consuming and requires meticulous attention to avoid errors.
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• Automated migration tools can expedite the transfer and minimize the risk of mistakes. Do keep in mind they may require additional configuration and validation.

Consider a consultant 

If the complexities of the migration seem overwhelming, don't hesitate to engage a consultant. Their knowledge can prove useful in navigating the ins and outs of the process. They can also provide guidance on best practices and help you avoid common pitfalls.

Step 3: Prepare your data for migration

Data is the heart of any system. Because of this, ensuring its health is vital before undertaking a QuickBooks to NetSuite migration. Here are some ways to prepare your data for migration:

Clean and standardize

Tidy up your QuickBooks data. Eliminate duplicates, resolve inconsistencies, and make sure data is standardized across the board. This preparation simplifies the migration process and enhances the quality and reliability of your data in NetSuite.

Take this opportunity to review your chart of accounts, customer and vendor lists, and other critical data sets. You want to make sure they are accurate, complete, and well-organized.

Archive unnecessary data

Don't clutter your new NetSuite environment with outdated or irrelevant data. Archive what you don't need, keeping your system lean and efficient. This will also improve NetSuite's performance and make finding the information you need easier.

Backup your data

Create a secure backup of your QuickBooks data before proceeding. This crucial step safeguards against any unforeseen data loss during the migration. It offers peace of mind and a safety net should any issues arise.

Consider storing your backup in multiple locations. These include external hard drives or a secure cloud storage service.

Step 4: Choose the right migration tools

The tools you choose can greatly impact the success and efficiency of your migration. Research and evaluate various migration tools designed explicitly for QuickBooks to NetSuite transitions. These tools can automate many aspects of the process. The result is a reduction in manual effort and less risk of errors.

If you're using Orb's billing platform, you can leverage its integrations with both QuickBooks and NetSuite. These easy integration options will help you ensure uninterrupted billing continuity throughout the migration. You can maintain billing operations and avoid any disruptions to your revenue streams.

Step 5: Migrate your data into NetSuite

With your data prepared and tools in hand, it's time for the main event — the actual data transfer. Here’s a three-stage breakdown: 

• Start the migration process by ensuring all critical data is accurately moved to its new home in NetSuite.
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• Before going live, conduct a test migration in a sandbox environment. This isolated environment allows you to rectify any issues without affecting live operations. This setup also provides a safety net for troubleshooting.
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• Once the migration is complete, meticulously verify the integrity of your data in NetSuite. Check that data points, such as financials and customer records, have been imported correctly. 

Step 6: Configure and customize NetSuite

NetSuite's power lies in its adaptability. Take the time to configure the necessary modules and workflows within NetSuite to align with your business processes and implementation strategies. Better configurations help ensure that the system supports your operational needs so that your teams work better. 

Customize the system to mirror your company's reporting and operational procedures. This personalization creates a familiar and intuitive user experience. The consequence is it facilitates a smoother transition for all your employees.

Integrate essential third-party tools, including Orb, to create a cohesive post-migration environment. This helps guarantee that all your systems work in harmony.  

Step 7: Test your new NetSuite system

Conduct a full review of the migrated data, leaving no stone unturned. Scrutinize financial reports, customer records, and inventory levels. Make sure to include any other critical data to guarantee accuracy and completeness.

Run a series of functional tests to validate that reports, workflows, and integrations are operating as expected. This includes testing key business processes. Think processes such as order-to-cash, procure-to-pay, and record-to-report, to see that they work in NetSuite

Fine-tune your NetSuite configuration for optimal performance and alignment with your business needs. You may need to adjust workflows, customize reports, or refine user access controls.

Step 8: Train your team on NetSuite

Empower your employees to make the most of NetSuite’s full potential through training. Focus on key functions like financial reporting, customer management, and automated workflows.

Offer ongoing support and resources for a smooth transition for your team. Remember to also address any questions that may arise as they navigate the new system. Consider providing a mix of formal training sessions, online tutorials, and hands-on exercises, too. 

Step 9: Go live and monitor your system

Once all testing is complete and your team is trained, it's time to officially transition from QuickBooks to NetSuite. Here are three tips to help you navigate the post-implementation phase:

• In the initial weeks after going live, closely monitor the system for any unexpected issues or hiccups. Be prepared to address any challenges promptly and provide additional support to your team as needed.
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• Continuously refine your workflows and processes based on real-world usage. You want to ensure that NetSuite adapts to your evolving business needs and remains a powerful tool for growth.
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• Regularly solicit feedback from your team. Use their insights to improve your system further and boost user adoption.

Remember, migrating to NetSuite is a journey, not a destination. How you go about these steps will depend on your particular needs. You might want to mix and match some of these tips if you’re at different stages of migration. 

Scale up your business with Orb's billing platform

As your business evolves and embraces NetSuite, ensuring a smooth transition for your billing operations is key. Orb's billing platform is a useful tool in this journey. Orb offers direct integration with both QuickBooks and NetSuite. This provides flexibility during and after your migration.

Orb lets you synchronize invoice and payment data between itself and your accounting system of choice. This is true whether your accounting system is  QuickBooks or NetSuite. 

This bi-directional flow of information guarantees that your financial records remain accurate and up-to-date during migration. Orb meticulously syncs invoices, customers, credit notes, and payments. As a result, no transaction is lost as you move from one system to another.

How Orb’s real-time billing platform works with NetSuite

Orb empowers NetSuite to manage the often complex process of revenue recognition. This way, Orb helps free your finance team from manual calculations and time-consuming reconciliations. 

Orb streamlines your financial processes through features like automated cash application, revenue recognition, and payment reconciliation. This optimization helps reduce the risk of errors. 

The result? It lets your finance team focus on strategic initiatives that drive your business forward. You're avoiding the issue of getting bogged down in manual tasks.

Orb's real-time billing platform is purpose-built to handle the demands of scaling businesses. Managing subscriptions as your customer base and product grow can become a logistical problem. 

Orb simplifies this process through:

• Automated recurring billing: Orb guarantees timely and accurate invoicing for your usage-based and subscription-based services.
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• Precise proration handling: Orb accurately calculates charges for partial billing periods. This feature eliminates the potential issue of billing discrepancies.
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• Effortless management of subscription changes: Orb helps with changing subscriptions. It streamlines upgrades, downgrades, and cancellations. These features translate into a much smoother customer experience. 

Orb’s flexibility with different pricing models

Orb tackles even the most complex billing scenarios with ease. Whether you're dealing with usage-based pricing, tiered pricing models, or a combination of discounts and promotions, Orb's flexible platform allows you to configure and automate these intricate billing structures. These features eliminate manual errors and ensure accurate invoicing. Plus, using Orb also helps foster transparency and clarity to build long-lasting customer-provider relationships.

Why Orb remains a relevant tool even post-migration

Even after your QuickBooks to NetSuite migration is complete, Orb continues to be an invaluable asset. As a flexible billing engine built for both developers and finance teams, Orb lets you ingest and process product usage and subscription data at scale from NetSuite. 

This integration flexibility helps speed up new product launches with adaptable pricing models. It also helps you gain deep financial insights through detailed reporting. 

Ready to give Orb a try? Schedule a quick demo to see how Orb is your go-to financial platform during and after the migration process.