Outgrowing QuickBooks? You’re not alone. Thousands of small and medium businesses start with QuickBooks—but as operations grow, the cracks begin to show: limited reporting, disconnected tools, and manual workarounds.

That’s where Microsoft Dynamics 365 Business Central steps in—offering a full-fledged ERP that scales with you. In this guide, we’ll break down everything you need to know to migrate from QuickBooks to Business Central, including steps, tips, and pitfalls to avoid.

? Why Migrate from QuickBooks?

QuickBooks is great for early-stage accounting. But as your business scales, it can start holding you back. Common issues include:

• Limited multi-entity support

• Manual consolidation and reporting

• Weak inventory and order management

• Lack of role-based security

• No native CRM or project management

In contrast, Business Central offers a comprehensive ERP that integrates finance, sales, inventory, purchasing, warehousing, and even CRM—all in one cloud platform.

? Pre-Migration Checklist

Before you migrate, it’s crucial to assess your current state and define what success looks like. Here’s what to do:

✅ 1. Define Your Migration Goals

• Are you looking to improve reporting?

• Need better inventory and supply chain visibility?

• Planning to scale to multiple entities or geographies?

✅ 2. Clean Your QuickBooks Data

• Archive old or duplicate records.

• Standardize naming conventions.

• Eliminate unused items, customers, or vendors.

✅ 3. Choose the Right Implementation Partner

Look for a certified Microsoft Dynamics 365 partner who understands both QuickBooks and Business Central. They’ll guide data mapping, process alignment, and training.

? Migration Methods: Manual vs. Assisted

There are two main ways to migrate QuickBooks data into Business Central:

1. Using Microsoft’s QuickBooks Data Migration Tool

• Works for QuickBooks Desktop and Online

• Migrates customers, vendors, items, G/L accounts, and transactions

• Free and built-in with Business Central setup

✅ Best for: Simple QuickBooks setups with clean data.

2. Partner-Assisted or Custom Migration

• Handles complex chart of accounts, historical data, custom fields

• Integrates third-party tools or spreadsheets

• Includes validation, testing, and training

✅ Best for: Multi-entity, inventory-heavy, or project-based businesses.

?️ What Data Gets Migrated?

The QuickBooks Data Migration Extension (built by Microsoft) typically includes:

Note: If you need full transactional history, a partner-assisted migration is recommended.

? Migration Steps: From QuickBooks to Business Central

Here’s a simplified step-by-step process:

Step 1: Sign Up for Business Central

• Choose cloud or on-premise (most go with cloud)

• Set up your environment and roles

Step 2: Install the QuickBooks Data Migration Extension

• Go to the Business Central Setup Wizard

• Install extension from AppSource

Step 3: Export QuickBooks Data

• Use QuickBooks export tools (CSV or native backup)

• Save files for customers, vendors, items, and G/L

Step 4: Run Migration Wizard

• Map QuickBooks fields to Business Central

• Review and correct any data mismatches

Step 5: Validate and Reconcile

• Test key reports: trial balance, aging, inventory

• Confirm all balances match QuickBooks

Step 6: Train Your Team

• Focus on new workflows: approvals, dimensions, automation

• Use Microsoft Learn + partner resources

? Tips for a Smooth Migration

• Keep historical QuickBooks files for audit purposes.

• Don’t bring over old or bad data. Clean it first.

• Create sandbox environments for testing before going live.

• Document your new chart of accounts and workflows.

? Real-Life Example

“We had 3 QuickBooks accounts for 3 different countries. Managing currency, consolidations, and intercompany sales was a nightmare. Business Central unified all that into a single cloud platform. Best decision we made.”
— Finance Director, Mid-Market Manufacturer

⚖️ QuickBooks vs Business Central: Quick Comparison

? Ready to Migrate? Here’s What’s Next

Migrating from QuickBooks to Dynamics 365 Business Central is more than a software switch—it’s a step toward better control, deeper insights, and future-ready growth.

If you’re ready to explore the move, talk to a Microsoft-certified partner who can assess your QuickBooks setup and design a tailored migration plan.

Need help migrating from QuickBooks?
Contact Dynamics Square UK—a trusted Microsoft Gold Partner with 300+ successful Business Central implementations.