If you are a FreshBooks user and wish to seek a more effective accounting solution for your growing business, or those looking to migrate from FreshBooks to QuickBooks, this guide is for you. Before exploring the steps involved, let’s delve into the advantages of transferring your data to QuickBooks Desktop and QuickBooks Online and how it can positively impact your business.

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Common Reasons for Transfering from FreshBooks to QuickBooks

Transferring your current records from FreshBooks to QuickBooks has a number of benefits. Let’s examine the most promising ones first.


Businesses that offer any goods or services and require a complete accounting solution should use QBO. On the other side, FreshBooks can offer straightforward accounting and reporting tools for freelancers, solo entrepreneurs, and small businesses. You can meet your company’s growing accounting needs by switching to QuickBooks Online.

User-friendly Interface

While QuickBooks is a comprehensive package with a tone of tools for accounting, bookkeeping, time tracking, payroll, receipt management, and inventory monitoring, FreshBooks has a straightforward interface and a small number of functionality. QuickBooks has a user-friendly interface to make it simple for you to move around the features.


The integrations for FreshBooks were created with small businesses and freelancers in mind. Contrarily, QuickBooks offers more than 400 interfaces across software categories like as payroll, CRMs, e-commerce, banking, and others, giving you the best possible visibility and control over your accounting data and procedures.


Using the online version of QuickBooks, you can effortlessly keep track of your finances. Double-entry accounting features keep your books up to date and make it easier to monitor cash flow. Balancing both sides of your sheets is easier and less time-consuming with automated accounting functions.

Mobile Access and the Internet

A cloud-based accounting program geared toward independent contractors and small enterprises is called FreshBooks. A number of industries are targeted by QuickBooks versions, including contractors, manufacturers, distributors, and retailers. While the latter service is cloud-based, the former can be used online and on standalone PCs by using cloud hosting feature.


Numerous reporting and analytics capabilities are available in QBO, the majority of which are essential for precise analysis and decision-making. Every group of reports has sub-reports that give you the specifics you need to comprehend financial information, sales procedures, and inventory condition.

Inventory Management

If you have previously looked at QuickBooks and dismissed it, you might want to give it another look now because it has a lot of new and improved capabilities. QuickBooks enables you to scan your receipts and store the receipt data in the application with the warehouse management app for Android. You can track the status of your orders with the Android app, which will help you manage inventory effectively.


QuickBooks Online automates accounting processes. Small business owners experience time and stress savings. You may synchronize data from credit card and bank transactions, send out recurring invoices and payment reminders, and reconcile expenditures. Additionally, you can use the application to categorize them. As a consequence, you can save time and energy by automating everything rather of doing each operation manually.


QuickBooks Online has a variety of service packages designed to satisfy the needs of various business kinds.

Electronic Billing

One of QuickBooks Online time-saving advantages is automated billing. You may track bills through the system, email them to clients, gather online payments, and also ask for electronic signatures.

Support for QuickBooks Online Users

Numerous support alternatives are available to QuickBooks Online users. You can reach the company’s website for both phones as well as Chat support. If you wish to handle problems on your own, the support website offers a searchable knowledgebase, along with articles, advice, and videos. A chatbot in the QuickBooks Self-Employed app called QB Assistant may react to a variety of questions about your account and connect you to live support.

QB data conversion process dancingnumbers

System Requirements for a Successful Data Migration

The minimum requirements of the system for the migration of data from FreshBooks data to QuickBooks are explained followed:

Operating System
1 Operating System

Any one window from any of the three windows i.e Window 8, Window 10, Window 11.

Operating System
2 Memory (RAM)

Minimum required Random Access Memory is 512 MB.

Microsoft .NET Framework
3 Microsoft .NET Framework

Minimum Version 2.0 is the requirement of the system for the data conversion

4 Processor

Minimum requirement of the processor is 500 MHz Intel Pentium II.

Hard Drive
5 Hard Drive

Minimum required available space in the hard drive is 2.5GB.

QuickBooks Desktop
6 QuickBooks Desktop

Choose any one from four of the QuickBooks Desktop that is QuickBooks Pro, QuickBooks Primer, and QuickBooks Enterprise 16 or higher.

How to Convert Data from FreshBooks to QuickBooks Online?

Some people find data migration to be a nightmare, but what if we told you that, with the right preparation, it can be enjoyable and straightforward?

What Type of File Format to Use When Importing Data into QuickBooks Online?

You can utilize Google Sheets, a CSV file, or an XLSX/XLS file to transfer data from FreshBooks to QuickBooks Online.

Here are some details about the different formats:

  • XLS/XLSX File: XLS is the name of the Microsoft Excel file type used from 1997 to 2003. With Microsoft Excel 2007 and beyond, the XLSX file type is utilized.
  • CSV File: CSV files are a common file format used to store text files containing tabular data. In CSV files, a comma, semicolon, or other special character is used to divide each text field.
  • Google Documents: Google Sheets is a cloud-based spreadsheet created in Google Drive.

By following a few easy steps, you can import FreshBooks to QuickBooks rapidly. Simply adhere to the guidelines given below:

  • You can investigate third-party applications that carry out data conversion across QuickBooks platforms, even though there isn’t a direct FreshBooks to QuickBooks data migration option.
  • You should look for third-party software that enables the simultaneous export of your data in IIF, Excel, or CSV files to get around this. You can import this file into QuickBooks Online after it has been exported. To accomplish that, you can also go to the Apps Center.
  • You can also inquire with FreshBooks about receiving a CSV file of your bank transactions or whether they allow importing since QuickBooks only accepts CSV files for bank transaction imports.
  • But if someone wants to know how to move to QuickBooks, they can use the alternatives shown in the steps above.

How to Import Data from FreshBooks to QuickBooks?

QuickBooks hosting solutions from third parties can meet the needs of your business. Moreover, these online tools have QuickBooks experts on staff who have the essential training and know-how to assist you with seamless data migration from Freshbooks to QuickBooks.

You can easily import your FreshBooks data to QuickBooks. Go through the few steps that are mentioned below:

  • First, you have to take a backup of your data. Then before you begin the actual process you can also import a copy into QuickBooks. You can do both as it is advised by professionals.
  • You should be aware that this software typically doesn’t communicate directly. From FreshBooks, you may export your data and list items to an IIF, Excel, or CSV file, which you can then import into QuickBooks.
  • You can download this information from your bank in a QuickBooks Online file and import it into the QuickBooks software to traverse and navigate your transactions.
  • Finally, you can use a few applications from a third party to get the same results.

Entries You can Export from FreshBooks to QuickBooks Online

FreshBooks entitiesQuickBooks Online entities
Accounting Software
Clientsarrow rightCustomers
Vendorsarrow rightVendors
Chart of Accountsarrow rightAccounts
Items & Servicesarrow rightItems
Estimatesarrow rightEstimates
Invoicesarrow rightInvoices
Creditsarrow rightCredit Memos
Expensesarrow rightExpenses
Billsarrow rightBills

Dancing Numbers Checklist: Before FreshBooks to QuickBooks Data Migration Process

  • Use the features of QuickBooks Online to analyze and match your needs.
  • While the software includes certain advanced features like complex sales ordering, batch transaction processing, advanced inventory, or the average cost for inventory, among others, the QB Online edition has limited features.
  • In QuickBooks Online you can follow strict character limitations. Therefore, change your files right away if they don’t follow the QuickBooks Online naming guidelines.
  • Before converting your company file, you can use QuickBooks Desktop version 2016 or later. Update your information for previous versions and download the latest version.
  • To find out the version of QuickBooks Desktop you are using right now, open the program and use the F2 or Ctrl + 1 keys on your computer. After that, the Product Information Window will be displayed to you. To upgrade QuickBooks Desktop to the latest version, you have to choose Update Now from the Help menu here.
  • Make sure you run your reports and payroll data in advance because the payroll data might not convert automatically.
  • You have 60 days from the date of account creation to use “database conversion services” to convert files from your PC into QB Online accounts. In case you are unable to convert during the first sixty days, you will need to close your QuickBooks Online account and open a new one.
  • You can fix any errors in your QuickBooks Desktop inventory is a must for moving on with the QuickBooks conversion. It will help you from losing data.

FreshBooks to QuickBooks Data Migration with Dancing Numbers


Built on Trust

We make sure that the conversion of your most important business history is flawless and correct. You have to feel confident in the proper migration of all historical data to the new system.


Accelerated Conversions

You have to speed up the time to conversion. Reduce time spent working on two systems at once and do away with double entering. Make sure your system is configured properly, that all tables and databases are operational, and that your bank accounts are linked properly.


Support and Training

Get custom training for your entire staff, including the leadership. Take full advantage of QuickBooks. You will be demonstrated how to use the 150+ pre-built reports and generate custom reports specific to your company.



QuickBooks can be made more powerful by adding custom modules, marketplace apps, or open API. Our developers will integrate, install, and customize solutions to your business processes.



You may rely on our professionals to troubleshoot and optimize for consistently excellent performance if you ever feel that your new QuickBooks system is slow or not performing as planned.


Keep Your Past Records

Rest assured that all crucial business historical data will be transferred accurately to the new system, ensuring its seamless integration.

With FreshBooks to QuickBooks Data Migration: Do More!

  • You can effortlessly produce and modify invoices and other sales documents with QuickBooks Data Conversion.
  • Provide regulated access to other users by connecting them to the QuickBooks Online account.
  • It is simple to use software that works in both Mac and Windows settings.
  • There is no significant learning curve with QuickBooks Data Conversion, so you can get started working straight away.

A Trusted Partner Familiar with Your Business and Industry

Our team of consultants at Dancing Numbers has extensive experience working with numerous businesses across various industries. We specialize in customizing QuickBooks and ERP systems to meet the specific requirements of each industry. Whether you own a small retail store, manage an international manufacturing business, operate a residential construction company, practice law, run a software company, or oversee a rapidly expanding nonprofit organization, we have encountered and successfully addressed similar challenges before. Count on us to provide the assistance you need.


Connect with An Expert Now!

In order to ensure a trouble-free experience for users, FreshBooks to QuickBooks Data Conversion services must be flawless and exceptionally secure. For prompt assistance and resolution, contact the QB experts if you encounter any difficulties during this process.

Frequently Asked Questions

How Can You Transfer from FreshBooks Data to QuickBooks?

Since there is no direct communication between both software, you can do is to export your list entries and data from FreshBooks to an Excel, CSV, or IIF file, and then import that file into QuickBooks. You can import the contents of your bank’s QuickBooks Online file, which contains your transactions, into your QuickBooks software to move them.

Should You Convert FreshBooks to QuickBooks Online?

You can be forced to convert from FreshBooks data to QuickBooks Online by your expanding business and the related accounting complications. While changing can help you comply with the most recent accounting regulations, it can also have some advantages for improved bookkeeping, receipt management, and inventory control.

How can you Export all data from FreshBooks?

  • You can go to the Reports section.
  • Then you have to select Invoice Details which is under Invoice and Expense Reports.
  • Under settings, you can select Filters and then you can adjust your view of the Invoice Details report if required.
  • Now you can select the More Actions option and then to save it as a CSV file you can select Export for Excel.

What You Can’t Import into QuickBooks Online?

QuickBooks can import most types of the transaction but not all. You can’t import two transaction types that are Paychecks and Sales Orders. For those who use Advanced Inventory, there is important information that for import QuickBooks doesn’t support Advanced Inventory fields but also needs them to be filled out on transaction.

What information can I import to QuickBooks Online?

You can import the following information to QuickBooks Online:

  • Bank Data
  • Customers
  • Vendors
  • Chart of Accounts
  • Products and Services
  • Invoices

What is the Typical FreshBooks to QuickBooks Conversion Time?

FreshBooks to QuickBooks conversion can take anywhere from a few hours to a few days depending on the complexity of the data.

Is FreshBooks better than QuickBooks Online?

QuickBooks Online is appropriate for most organizations and can handle a broad range of accounting features. FreshBooks, on the other hand, is more suited to small businesses or independent contractors. You can be forced to import FreshBooks data to QuickBooks Online depending on your needs.

Does FreshBooks integrate with QuickBooks?

Connect FreshBooks to your QuickBooks Online account. Go to Apps, then Find apps. Install the app FreshBooks connector.

Could FreshBooks and QuickBooks be synced?

Downloading the FreshBooks Connector app is free. Enable automatic data synchronization between QuickBooks Online and FreshBooks.

Why is QuickBooks better than FreshBooks?

You may find QuickBooks to be the better option if you need to manage and invoice many clients, as well as track inventory for retail businesses.

Can FreshBooks replace QuickBooks?

A company that only needs basic accounting features can replace QuickBooks with FreshBooks.

What are the Disadvantages of FreshBooks?

There are a few drawbacks to FreshBooks, including its limited number of users and billable clients.

Is FreshBooks Double Entry Accounting?

Your FreshBooks account is automatically updated with payments and income when you use double-entry accounting.

Can FreshBooks replace QuickBooks?

QuickBooks includes all the features you need to manage your books, including the ability to track income and spending, create invoices, and pay bills. FreshBooks, on the other hand, is a superior choice if all you need is invoicing software.

Is FreshBooks better than QuickBooks?

FreshBooks is ideal for freelancers and small service-based businesses due to its user-friendly interface and strong invoicing features. QuickBooks is better for a wider range of business sizes and types, offering comprehensive accounting features and scalability. The best choice depends on your specific business needs.

Can I import my FreshBooks invoices into QuickBooks Online?

Yes, you can import FreshBooks invoices into QuickBooks Online by exporting them as CSV files and then importing them into QuickBooks.

Can I migrate the whole FreshBooks database into QuickBooks Online?

Yes, you can migrate your FreshBooks database to QuickBooks Online by exporting your data from FreshBooks in CSV format and importing it into QuickBooks Online using their import tools. Dancing Numbers can help you in this process.

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