8-step guide · One-click company-file import · Two-way sync · AI categorization · Pricing verified 2026-05-21
Whether you’re running QuickBooks Online or facing the QBD 2023 stop-sell, this guide walks the 8-step migration to HelloBooks: cleanup, import, parallel-run, reconcile, cut over. No data loss, no rebuilding, and the HelloBooks AI learns from your historical QuickBooks patterns during the parallel-run.
1. QuickBooks Desktop 2023 stop-sell May 31, 2026
Intuit is discontinuing QuickBooks Desktop 2023 software on May 31, 2026. If you’re running QBD, you’re moving somewhere — QBO is the default upsell, but HelloBooks is the AI-first alternative. Same migration urgency, different destination.
2. Per-user fees that scale fast
QuickBooks Simple Start is $30/mo for 1 user. Plus is $90/mo for 5 users. Advanced is $200/mo for 25 users (verified 2026-05-21). Add $3-$5 per added user/mo. HelloBooks Pro is $9.99/mo flat with unlimited users — invite your CPA, bookkeeper, auditor, CFO at no extra cost.
3. Multi-currency, multi-entity, 3-way matching gated by tier
QBO gates multi-currency behind Plus ($90/mo), multi-entity behind Advanced ($200/mo), 3-way PO matching behind Advanced. HelloBooks ships all three on every plan including Free. If you import inventory or sell across borders, the gating math runs against QuickBooks fast.
4. AI bolted on, not built in
QuickBooks added AI to a 20-year ledger. HelloBooks was built AI-first — autonomous categorization, OCR bill capture, anomaly detection, journal-entry suggestions. Intuit Assist is narrow Q&A; the HelloBooks AI agent does the work.
Step 1
Decide your migration mode
Cleanup-then-cutover (recommended): run HelloBooks AI cleanup on a copy of your QBO/QBD data, fix categorization debt, then cut over. OR Parallel-run: keep QBO live with two-way sync for 1-2 weeks while HelloBooks AI learns your patterns, then cut over.
Step 2
Back up your QuickBooks data
QBO: Gear > Tools > Export Data, download Company File. QBD: File > Create Backup > Local Backup, save the .QBW to external storage. Enable Verify Data integrity check.
Step 3
Sign up free at HelloBooks
Create your HelloBooks account at no cost — the Free Plan includes 500 AI credits/month, full reporting, and bank connection. No credit card required to start.
Step 4
Run the QuickBooks importer
HelloBooks USA ships a one-click company-file importer. Upload your QBW (Desktop) or authenticate the QBO two-way sync. Chart of Accounts, Customers, Vendors, Items, and historical transactions flow over automatically.
Step 5
Connect your bank via Plaid
Link your bank via Plaid for real-time transaction feeds across 11,000+ US banks. AI categorization runs against your historical patterns from QuickBooks.
Step 6
Let the AI learn (1-2 weeks)
Run both platforms in parallel while the AI learns your vendor patterns, payee categorizations, and rule preferences. Spot-check the first 50 categorizations and correct any mismatches — the AI improves from your edits.
Step 7
Reconcile and verify
Run P&L, Balance Sheet, and AR/AP aging reports in BOTH systems. Compare totals. Reconcile bank accounts in HelloBooks. Confirm customer and vendor balances match.
Step 8
Cut over and archive
When AI categorization matches your manual work and reports tie out, switch off QuickBooks. Keep a QBO/QBD archive export for compliance (7 years US, 8 years India, longer in some jurisdictions).
Complete these in QuickBooks before you start.
Confirm migration success before cutover.
The HelloBooks migration tool is free and self-serve. For larger entities, custom workflows, or QBD-specific quirks, you can engage a HelloBooks-friendly CPA from our directory at hellobooks.ai/find-an-accountant — free public directory, no paid placement, no pay-to-rank.