8-step guide · One-click company-file import · Two-way sync · AI categorization · Pricing verified 2026-08-18
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 $38/mo for 1 user. Essentials is $85/mo for 3 users. Plus is $140/mo for 5 users. Advanced is $340/mo for 25 users (verified 2026-08-18). Add $3-$5 per added user/mo. HelloBooks Pro is $20/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 ($140/mo), multi-entity behind Advanced ($340/mo), 3-way PO matching behind Advanced. HelloBooks includes all three on Pro at $20/mo. 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 2,500 AI credits to get started, 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.
Tell us a little about your books and our team will send a guided plan — typical switch in 48 hours.