QuickBooks to Zoho Books Migration: All You Need To Know

Rabia Bajaj / data migration, quickbooks, quickbooks to zoho books, zoho books, zoho books login / CRM Services

Surviving and attaining success in the corporate world is directly linked to effective data management processes because that is the most important thing in the present. In case you are a business owner, chances are highly likely that you have an in-depth accounting system at use. However, if you are struggling to make sense of how it works, how you can increase its efficiency, or if you wish to try something new then Zoho Books is one of the best options.

Many people and organizations are migrating to Zoho Books from their already existing systems and in case you are also one of them, this blog will help you gain a much-needed clarity about this migration process. Before jumping on to the migration process, let us first understand what is Zoho Books?

What is Zoho Books?

Zoho Books is essentially a smart and functional accounting system that is designed to assist businesses in optimizing various processes and grow. You can think of it as an intuitive accounting solution that is designed to help businesses expand in nature. From handling finances to staying on the top of cash flow, in case you are a business owner then Zoho Books will help you considerably.

Over the years, many organizations have moved their accounting systems to Zoho Books. This also includes the companies that were previously using QuickBooks Online or QuickBooks Desktop. In this blog, we will discover some of the reasons that are responsible for QuickBooks to Zoho Books data migration.

Why Should You Migrate From QuickBooks to Zoho Books?

It is significant that your company uses reliable software to manage all the financial elements that run behind your business because finances are like the driving factor behind a company’s success. From payroll, taxes to community donations, and profit margin management, everything becomes streamlined when you use effective software.

When the finance department needs immediate help, a reliable solution must be presented there and then. Zoho Books helps effectively when that happens. In case you are looking forward to considering your options to understand what kind of software works best for your company, there are some things that you can consider, particularly if you are still using QuickBooks.

There are multiple benefits of using a software program that can align with the CRM technology that you are using. If you are using Zoho CRM for managing your business operations then Zoho Books can offer great integration elements for all that relate to your finances and accounting matters.

Organizations tend to move from QuickBooks to Zoho Books because:

1. Competitive Cost: Regardless of the size of your company or how the number of members who use Zoho Books, this software provides an effective cost when compared to QuickBooks. That being said, Zoho Books can definitely be integrated and used in parallel to QuickBooks as well, but the data migration from QuickBooks to Zoho Books is a far more effective option.

Even though the features offered by both these software applications are similar to each other in one way or another, your organization can save a substantial amount by using Zoho Books. Additionally, it will give your accounting team an edge over their daily work because it is highly cost-effective for your business and your financial goals as a company.

Zoho Books also offers a free trial so you can gain a good sense of the benefits that will be offered by this software. Once you take this free trial, your experience of using this software is only going to get better.

2. User-friendly and Intuitive: This is a remarkably important benefit that must be kept in mind while considering a software program, particularly the one that is responsible for managing the finances of your organization. It is important to consider the people of an organization when it comes to using software because that eventually leads to better productivity.

Hence, in terms of user-friendliness and intuitiveness, Zoho Books outshines QuickBooks easily. In addition to preventing errors and glitches, one of the best features of Zoho is the fact it offers the best customer service support.

With constant support across multiple channels and on all platforms, you can take comfort in the fact your accounting teams will be able to find easy solutions to perform their jobs as efficiently as possible.

3. Software and Hardware: Productivity along with an ability to work with or without a connection is paramount. Zoho Books can offer services to more browsers along with the fact that it is accessible on more devices across all boards.

It is important for the accounting team to have a reliable provider for the effective completion of jobs and Zoho Books can do that a lot better than QuickBooks, which means that not only productivity will be higher but the data will also be more accurate.

4. Customer Service: Zoho is popularly known for its robust customer service support. From the consultants who can provide personalized help to online consultants who work to deliver customized and personalized help through webinars, discussion boards, chatbots, hotlines, FAQs, etc., Zoho does it all. In fact, Zoho can use all channels to receive answers to specific questions.

5. High security features: In the digital age that we are living in currently, security and safety are the top concerns when it comes to maintaining the authenticity of the information. Since the information is sensitive, it is all the more important to have a system that is secure and protected.

Safeguarding from any kind of data threats or leaks, Zoho Books provides incredible security that can keep significant information safe.

6. Positive feedback: In today’s world of constant connection, reviews, and recommendations, the online reputation of a brand decides the success of that brand in the future. This is yet another domain in which Zoho Books comes off as a winner because the users give positive feedback on the user-friendliness and functionality of Zoho. All of the features provided by Zoho lead to great feedback from the customers, which is a big win for organizations.

Some things to remember before moving from QuickBooks to Zoho Books:

Regardless of the apparent similarities between QuickBooks and Zoho Books, migrating is not a simple task. It demands a good deal of knowledge of QuickBooks, Zoho Books, and a team’s ability to learn new software applications.

For anyone who is considering making this data migration alone, it is recommended that they evaluate their own QuickBooks configuration and then activate a trial of Zoho Books. You can go through every possible setting and see how easily you can recreate your organization’s QuickBooks configuration. Remember that when you come to a setting that you don’t understand or that would change how your organization does business, it is even more important to gain clarity about it.

When you are done making the shift, it is time to ensure that your team learns all the tricks. Go ahead and put your implementation plan together to get the best results.

Data migration from QuickBooks to Zoho Books:

Before you go ahead and start using Zoho Books, it is important to configure the organization profile. To make this happen, you must click the Gear icon on the top right corner of the window of the Zoho Books platform. Go to the organization profile section then and enter all important details that are connected to your organization so that you can proceed for saving.

The step to follow after this is updating your opening balances. This is easy because the entire Zoho interface is user friendly. You should be able to understand it just by looking at the icons. After this comes the creating taxes part which will require you to add the taxes from the old system.

You can also export your data from QuickBooks to Zoho Books in a very simple way. All you need to do is go to the modules that you want to export in Zoho and use the exporting option. Save the files in an appropriate format on your device and you will be good to go.

Next comes importing the chart of accounts. There is a completely separate tool for this as well. You can go to the accountant module and click the gear dropdown. After this, you can select an import chart of accounts and the rest of the process will be pretty straightforward. Zoho Books will also enable you to import modules such as contact items, invoices, estimates, etc.

Conclusion:

It might be overwhelming in case you are considering moving to a different model for managing your finances, sifting through the competition, and understanding what is best for your company that will be ultimately using this software. QuickBooks is a household name that has a legacy of building effective trust within the business space. However, with progress in technology, it is important to keep an open mind for new opportunities like Zoho Books.

Zoho Books works seamlessly with Zoho CRM while streamlining your processes and making your team much more collaborative than ever before. As all businesses are unique in their own sense, it is important to take the necessary steps that help in understanding what will work best for your business and how it is going to match long term goals.

Data migration done from QuickBooks to Zoho Books can turn out to be a remarkable decision for organizations that are looking forward to experiencing growth. Encaptechno comes with years of experience in facilitating data migration from QuickBooks to Zoho Books.

Contact us today and allow us to make QuickBooks to Zoho Books migration seamlessly for you.

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CRM Servicesdata migration, quickbooks, quickbooks to zoho books, zoho books, zoho books login

Migration From Act To Zoho CRM

Rabia Bajaj / crm solutions, data migration, zoho crm, zoho implementation / CRM Services

Selecting the correct CRM application can have a substantial impact on an organization. Today, more and more organizations are realizing the implementation of CRM in improving their processes. For many years, ACT CRM solutions have been industry leaders because of the simple fact that ACT invented the content management software back in the 1980s.

However, a considerable time after the launch of ACT and a substantial evolution being done, organizations are migrating from ACT to Zoho CRM. This is because organizations have consistently seen positive results as a result of this data migration. The data migration done from ACT to Zoho CRM is extremely beneficial and puts the organization in a state of advantage.

In this blog, we will look at the conversion in detail and then the benefits that come from this data migration. So, let’s begin:

ACT to Zoho CRM: The Conversion

An increasing number of organizations are willing for data migration from Act to Zoho CRM. While explaining the scope of migration, we will shed some light on what gets migrated and all that you can expect once the conversion is done.

Before understanding the entire conversion, let us all assume that an organization is using everything in ACT. This means that all the important information of this organization including contacts, companies, notes, history, attachments, custom fields, activities, groups, or any other important data is uploaded on ACT. The version of ACT does not matter here because data migration can be done from all versions.

Now, the migration process includes a middle step of exporting all the data into Excel. Therefore, any data that might not migrate can be edited to fit into Zoho fields and records. It is important that someone an experienced professional does this because that person will have the right tools and the knowledge to do the same. There are many people who can export data ACT, but only a few know how to migrate it. Therefore, having an experienced Zoho implementation consultant is a prerequisite.

Firstly, all the items that come straight across including the contacts, custom fields, or companies can be migrated cleanly. In Zoho, companies are called accounts by default. If you wish, then you can change this name as well. Being an Act user for many years, you might be used to the word companies, so you can stick to the same if you wish. Remember, if you set up all the fields in Zoho to match the fields in Act then mostly all of the data is likely to come across as fine and accurate. The only thing worth noting here is that Zoho limits the number of custom fields that can be added. This limit is 130 and it is divided by the field type. Although this should generally not be an issue, you might as well run into limits if you customize your ACT database extensively.

Other things such as notes, opportunities/potentials, and history come across the information while being presented in Zoho in a different manner. If the data is getting manipulated in Excel correctly, you can be assured of a clean conversion. Here, it is key that the person doing the data migration is well aware of both the ACT and the Zoho data structure, otherwise, there is a good chance that you might lose some important data.

As a system, you will find that ACT is much more detailed in Activities. Hence, scheduling, recurrence, alarms will not come over as 100%. You will end up getting the major information that will be just enough to continue working without any interruption or losing data. Additionally, the dates will also convert. You might just have to edit some of the alarms and recurring schedules.

For the data migration of groups, there is a different feature in Zoho. Just because Zoho does not have the group feature with the same name does not mean that you will end up losing any kind of data. It is very much possible to successfully convert the group information and keep it intact so that the users can still use the data they have in ACT. Zoho comes with some features that enable this to happen and the most important one out of those is Views, which means saved queries. When you move the group name to a field, you can create views in Zoho that enable you to do the same job of groups in ACT. Another option can be used as a second entity in Zoho called the companies or vendors at the group level.

It is important to remember that Zoho is a remarkable CRM application that is designed to enable the organizations to accomplish all that they wish to. Therefore, after the data migration is done correctly, the companies must focus on getting used to the features of Zoho and maximizing the benefits they offer for the best results.

Below mentioned is a step by step methodology of data migration from ACT to Zoho CRM:

1. Discovery: The team of data migration consultants that you hire will make all attempts to gain an understanding of your existing setup. They are going to assess and understand your existing set up while planning for all the next steps that must be taken.

2. Back up: In this step, an ACT backup file will be needed for extracting the data from ACT CRM. Mostly, this will be a database backup such as the MS SQL database.

3. Extraction: Here, we use custom software for extracting data from the ACT. This particular process takes some hours based on the size of the database. Just after the extraction gets completed, spreadsheets of records in ACT CRM like Accounts, Opportunities, Events, Notes, Attachments, etc. are obtained.

4. Configuration: Before the migration of data is started, there is a setup configuration and customization in Zoho. This includes users and profiles, organization set up, custom fields, custom modules, workflow automation, etc. This step helps in preparing the Zoho account for migration.

5. Data cleansing: Just before the data gets migrated, a clean-up of data is required. Extensive work is done to duplicate records, unused modules, and the fields.

6. Data migration: In the step of data migration, the data that was extracted will be uploaded to the Zoho CRM.

7. Training: In this step, the data migration consultants will spend some time training the administrators and end-users.

8. Post-migration support: In this step, post-implementation support is provided for ensuring the success of the data migration.

Benefits of data migration from ACT to Zoho CRM

1. Cloud-based: Zoho CRM is entirely cloud-based. This means that it integrates with several other cloud-based applications including the Google apps suite. Additionally, it can also sync with QuickBooks and Outlook.

Since Zoho is cloud-based, it provides a wide number of mobile features which means that users do not have to be restricted to their desks or even a particular computer system. Organizations can access the CRM application on the go from their mobile devices such as tablets or even smart phones.

2. Up to date technology: ACT is outdated in many ways when compared to Zoho because Zoho offers many modern features. Some of these features include sales quotas, feeds, competitor tracking, etc. The feed feature has the capability to turn your CRM into a social network that allows users to follow certain activities or records along with adding comments.

This is a social format that proves to be much more intuitive for users as it mirrors the interface that most of the people working with new technology are accustomed to. Additionally, this also enables easier communication because it becomes easy to trace the comments back to particular events or records. There is no longer a need to do internal and external communications through separate emails or messenger channels because that can be done through the software directly.

3. Leverages marketing: Although it is true that many CRM applications are equipped with marketing automation tools, it must also be remembered that all of these solutions do not offer high-quality solutions. Zoho comes with a wide number of marketing automation tools that include email templates, mass emailing ability, an ability to transfer the web leads directly, a marketing campaign manager, etc.

All these tools provide increased connectivity with features that streamline marketing to the sales process. With the functions of email campaigns, users can invite prospects to schedule follow-up emails. It is also possible to keep a track of email open rates, the total number of clicks, and bounces.

After these events are over, the users can move all new leads to the sales team using the drip campaigns. Zoho CRM assists all marketing teams to manage the campaigns effectively while passing on quality leads to the sales team. In addition, marketing automation tools ensure that all campaigns deliver better results. Zoho CRM lets users set the budget, assign ownership to tasks, and measure the success of all campaigns that are conducted.

Conclusion:

The amazing benefits that Zoho offers make up for the reason why companies are switching to Zoho. Encaptechno assists companies in implementing new and improved CRM solutions with exemplary support and guidance.

Having worked with multiple organizations as they migrated their data to the latest software applications, we ensure that they are always taking the benefit of the most innovative solutions. In case you are interested in using these new tools and want our team to help you with data migration from Act to Zoho CRM, then contact us.

We will give you the best-suited solutions for your business needs.

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CRM Servicescrm solutions, data migration, zoho crm, zoho implementation

Testing Salesforce App Before and After Migration

Jay Karam / app migration, data migration, data migration testing, salesforce app, salesforce migration, salesforce migration testing / Data Migration

In the world of technology, the Salesforce app is one of the most flourishing ones. The investments and efforts made in this security system are now finally paying off positively. This cloud based security system can cause a hindrance to any kind of data attack and anomalies effectively and efficiently. The Salesforce cloud is a storehouse for your encrypted data along with a varied range of other security measures like multi-factor access authentications, pinning of device etc.

Data mishandled costs one big time. The risks involved in the mishandling of important business data like revenue or statistics can hit an enterprise permanently. One of the potential mishandling of such data occurs in the event of a data migration. The entire intricate data migration made in the Salesforce CRM goes through a series of tests for detecting issues right when they start. This is to avoid the issues hitting badly in a big way if undetected at the initial levels.

Powerful testing techniques and strategies help solve potential risks like corruption of data, misplaced data, lost data, performance issues of apps due to data migrations etc.

Cloud computing security concept — Source: stratospherenetworks.com

The strategy taken encompasses the entire Salesforce CRM functional tool before as well as after the data migration takes place. The entire process has 2 stages which are one by one discussed below:-

Stage One – Checklist To Be Followed Before Migration:-

Salesforce CRM data migration will begin only when it is assured that the entire list of objects, customized fields, and customized applications are all set up in a proper manner.
Source: staticworld.net
Validation of OWD or organisation-wide defaults and various profiles must be correctly set up before beginning the data migration procedure.
Validation is also required for making sure that migration is happening for the entire workflow, assignments, and projects, rules of approvals and templates of emails.
Page layouts, page mappings for various profiles and for record categories must all be validated properly before migration is started.
One must also validate that the SSO login or the single sign-on is working properly.
All the tabs present and displayed must be working properly and then only migration can be validated.

Stage Two – Post Migration One Must Check These Functionality Tests:-

The first test must be done on a small sample date for checking whether after migration data mapping is correctly implemented.
Validation is needed that the users have their respective profiles correctly synced.
Validation is needed that the relationship in between various contacts, accounts, and their opportunities are synced up properly.
Source: datacenterjournal.com
A new record is next needed to be created. This is for checking fields, read only fields and for checking any validation rules associated with the particular field.
Approval processes must be tested using sample data.
Validations must be made that the scenarios of the workforce have been triggered properly and notifications via email and workflow is sent properly.
Search function must be checked whether it is showing correct records searched
Site pages must be displayed correctly.
Duplicity of data must be checked
Testing of SOQL queries, testing various records by logging as separate Salesforce users must all show positive results.
Compare records.
Validate the various naming conventions and broken attachments.
Validate different records in the legacy system like CreatedBy, CreatedDate, LastModifiedByID and LastModifiedDate.
Loading time must be monitored
Check the reports in the dashboard migrated is showing right data and running correctly.

Salesforce hence, makes sure that with proper processes of monitoring data migration is done efficiently.

For more information on Salesforce Data Migration, you can call or consult our certified salesforce experts.

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Data Migrationapp migration, data migration, data migration testing, salesforce app, salesforce migration, salesforce migration testing

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