Changing accounting software or data file
If you are changing accounting software, or going from not using accounting software to using accounting software, you can make this change yourself if you have fewer than 10 list items (active or inactive) in your account.
If you have more than 10 list items (active or inactive) in your account, or changing to a new data file in your existing accounting software, the change requires an assisted migration with a Customer Support team member to ensure a successful transition - we want to get you syncing again as soon as possible.
You must have manage company and sync permissions in your user role to make accounting software changes or request a migration.
Changing the accounting software yourself
You can only make this change yourself if you have fewer than 10 list items (active or inactive) in your account.
- Click Settings
- Click Preferences under the Import/Export section
- Click Change next to the existing software setting
- Select your new accounting software
- Click Save
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 Each migration is unique. The 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
The migration specialist will assess the account and go over these details.
Preparation for the migration The standard migration process will configure the PayMaker 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 PayMaker and Classifications in the new accounting software or data file will sync into PayMaker. 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 PayMaker.
Vendors and Customers The Vendors and Customers in PayMaker 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 PayMaker 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 PayMaker 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 PayMaker but the name is "Acme Inc." in the new accounting software, this will result in a duplicate in PayMaker and the new accounting software (one with the period and one without).
- If you are migrating to any version of QuickBooks for Windows, this is not the case. The vendors and customers in QuickBooks will sync into PayMaker, causing duplicates, which Support will merge.
Transactions Only Unpaid bills and invoices in PayMaker 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.