System Migration

Move platforms without
losing what you've built.

Switching accounting systems is one of those things that looks straightforward until you're in the middle of it. Quartile manages the data mapping, migration, and reconciliation so the transition goes through cleanly — and your historical records arrive intact.

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What This Delivers

Your data, your history, your chart of accounts — carried across properly

At the end of this engagement, your new accounting system is configured, your trial balance has been migrated, your chart of accounts reflects your business accurately, and both systems have been run in parallel long enough to confirm the numbers agree.

You leave the old platform knowing the new one holds the same financial picture — not an approximation of it, not a partial import with gaps to fill in later.

Continuity of records

Historical financial data that doesn't disappear into the old system when you stop using it. Balances carry over cleanly, categorized consistently.

A verified migration

The parallel-run period exists specifically to catch discrepancies before the old system is retired. You don't discover a problem six months later.

A configured new system

Chart of accounts set up to match your business — not the default template from the software. The new system is ready to use from day one, not a rough starting point to adjust over the next few months.

Why This Is Harder Than It Looks

Accounting migrations done without a process tend to leave things behind

Data that doesn't map cleanly

Different systems use different account structures. An export from one platform doesn't simply import into another. Without mapping, categories get reassigned incorrectly or lost entirely.

Balances that don't reconcile

After a migration, the new system's opening balances should match the closing balances from the old one — but without a post-migration reconciliation, discrepancies can go undetected for months.

A new system that isn't quite right

Default chart of accounts configurations rarely match a specific business well. When the setup isn't adjusted to fit, reports are less useful and categorization becomes inconsistent from the start.

These aren't rare edge cases — they're the standard outcomes of migrations that aren't handled methodically. The process Quartile follows is designed to address each one directly.

The Work

A migration process that checks each step before moving to the next

The work is sequenced so that each phase confirms what came before — mapping before migration, migration before reconciliation, reconciliation before the old system is closed off.

Data Mapping

Each account in the old system is mapped to a corresponding account in the new one. Categories that don't have a direct equivalent are reviewed and handled deliberately — not defaulted to whatever the import tool guesses.

Trial Balance Migration

Opening balances transferred to the new system using the completed data map. The trial balance in the new platform is confirmed against the closing trial balance from the old one before anything else proceeds.

Chart of Accounts Configuration

The new system's chart of accounts is set up to match your business — account names, structure, and groupings adjusted to reflect how your business actually categorizes its activity, not the software's generic template.

Post-Migration Reconciliation

After migration, both systems are compared to confirm the numbers align. Discrepancies are identified and resolved before the parallel period closes. You don't retire the old system until the reconciliation is clean.

Parallel-Run Period

Both systems operate simultaneously for a defined period. Entries in the new platform are compared against the old one to confirm the new setup is recording things correctly. This is the safety net that makes the transition reliable — and the point at which most issues, if any exist, are found and addressed.

The Process

How the migration unfolds from start to finish

This is a structured, time-limited engagement. It has a clear progression — each stage completing before the next begins — and ends with a confirmed, working accounting system and a documented record of what was done.

Assessment

Review of both systems — current platform, destination platform, account structure, and any data considerations specific to your setup.

Mapping

Data map created, reviewed, and agreed before any data moves. The translation logic is clear before the migration begins.

Migration

Trial balance migrated, chart of accounts configured. Opening balances confirmed in the new system against the old closing position.

Parallel run

Both systems monitored simultaneously. Entries compared to confirm the new platform is capturing everything accurately.

Handoff

Reconciliation confirmed clean, migration documented, new system fully operational. Old platform can be retired.

Investment

A single flat fee for the complete migration

The entire engagement — from initial assessment through to confirmed reconciliation and parallel-run close — is covered under one fee. No per-account billing, no open-ended scope.

Migration Engagement

Financial System Migration

For businesses switching from spreadsheets to accounting software, or between platforms

$1,500

one-time

What's Included

Initial assessment of current and destination systems
Data mapping document — account-by-account translation logic
Trial balance migration with opening balance confirmation
Chart of accounts configured in the new system to fit your business
Post-migration reconciliation between old and new systems
Parallel-run period with both systems monitored for continuity
Migration documentation — what was mapped, how, and what was verified

Discuss This Engagement

The Difference

What a structured migration looks like compared to an ad-hoc one

Most accounting system problems that show up months after a migration can be traced back to a specific step that wasn't done — or wasn't verified — at the time.

Without a structured process

Data categories defaulted by the import tool, not reviewed
Opening balances not reconciled to closing position in old system
Default chart of accounts not adjusted for the business
Old system retired before new one is fully verified

With Quartile's process

Every account mapped deliberately before any data moves
Trial balances reconciled — old closing matches new opening
Chart of accounts set up to fit your actual business structure
Parallel run closes clean before old system is retired

Our Commitment

A clear scope, documented work, and no surprises at invoicing

Scoped before it starts

We assess both systems and agree on exactly what the engagement covers before any work begins. If something comes up that changes the scope materially, it's discussed — not added to the invoice later.

Full documentation delivered

The data map, reconciliation reports, and migration summary are all part of the deliverable package. You have a record of what was done and how — useful for your own reference and for anyone who works on your books in the future.

Parallel run until it's clean

The parallel period doesn't close until the reconciliation confirms the new system is working as expected. We don't hand off until the numbers match and the new platform is running reliably.

Getting Started

What you'll need to have ready — and what we handle from there

The main things we need at the start are access to your current accounting system and a clear idea of the destination platform. From there, the process follows a defined sequence with clear handoffs.

What you bring

Access to your current accounting system (read access is enough initially)
The destination platform you're moving to (or a clear idea of the options you're considering)
A rough sense of timing — whether you're planning this ahead of a fiscal period or need to move soon

What we handle

Full assessment, data mapping, migration, configuration, reconciliation, and parallel-run monitoring
All documentation and deliverables for the complete engagement
Communication throughout — you know where things stand at each stage

System Migration — $1,500 one-time

Ready to move to a new platform properly?

Send a message and describe the systems you're working with. We'll take a look at what the migration would involve and talk through how the engagement would be structured.

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Other Services

Explore the full range of Quartile services

Each service addresses a specific accounting need. They work independently and can also complement each other.

Monthly

Small Business Monthly Accounting

Transaction categorization, bank reconciliation, AR/AP tracking, and monthly financial statements — delivered on a consistent cycle for businesses under $1M revenue.

$380 /month

Learn More

Annual

Year-End Closing & Adjustments

Adjusting entries, accruals, depreciation, and final financial statements — books closed properly at fiscal year-end with a documented closing memo.

$850 one-time