Switching Accounting Systems Follow

Depending on the integrated accounting system you currently use, Tallie may allow or disallow you to switch to a new integration. In this article, we will guide you through the process of switching to and from the Archive, switching between QuickBooks Desktop and QuickBooks Online, and identifying any conflicting integrations that may prevent you from switching between them.

Switching to and from Archive

If your integrated accounting system is currently set to Archive AND you have not synced with BILL, you will be able to change the integration settings to QuickBooks for Windows, Quickbooks Online, Intacct or Xero. 

If your accounting system is set to Archive and you have synced with BILL, you will be restricted from changing the integration settings. 

• Please Note: If you have manually uploaded list data in your Tallie account, this data will populate in the accounting system you choose to integrate with unless the spelling of each record (employee, project, customer, account, etc) matches identically to the existing record in your accounting system. Any list data (employees, projects, customers, accounts, etc) that exists in Tallie but does not exist in your new accounting system will be added to the new accounting system. To avoid this risk, reach out to Tallie Support to create a new account.

You will always be able to change the accounting system from QuickBooks for Windows, Quickbooks Online, Intacct or Xero to Archive. 

Switching between QuickBooks Desktop and QuickBooks Online

Tallie will allow you to change from QuickBooks Desktop to QuickBooks Online. However, when doing so, please confirm that all of the record data (employee, project, customers, account, etc) is identical. Record data can be truncated (shortened) when switching from QuickBooks Desktop to QuickBooks Online.

If your data (People, Projects, Customers, etc) is truncated in QuickBooks Online, you can either update the record in Tallie to match the truncated version in QuickBooks Online or update the record in QuickBooks Online to match the spelling in Tallie. 

To update the record in Tallie:​

• Before syncing with QuickBooks Online, navigate to Integration & Sync: Sync Settings
• Set the Accounting Software to Archive (This will disable the sync with Quickbooks Desktop)
• Update the records in Tallie to match the truncated version in QuickBooks Online
• Cross check the data in each system to confirm the data is spelled exactly the same
• Navigate to Integration & Sync: Sync Settings page
• Set the Accounting Software to QuickBooks Online
• Click “Connect to QuickBooks Online”

To update the record in QuickBooks Online:

• In QuickBooks Online, edit the truncated data to match how the record is spelled in Tallie
• Cross check the data to confirm the spelling is identical
• In Tallie, navigate to the Integration & Sync: Sync Settings page
• Set the Accounting Software to QuickBooks Online
• Click “Connect to QuickBooks Online”

Conflicting Integrations

Tallie will prevent you from switching accounting software between certain integrations. To make a switch, a new Tallie account must be created for the following changes: 

• QuickBooks Online to Intacct, NetSuite, or Xero
• QuickBooks Desktop to Intacct, NetSuite, or Xero
• Intacct to QBO, QBD, NetSuite or Xero
• Xero to Intacct, QBO, NetSuite or QBD 

If you are planning on changing your accounting software, changing to a new data file in your existing accounting software, or switching from a standalone account to an integrated account you will likely need to transition to a new account. 

If you require help in setting up a new Tallie account, please do not hesitate to contact a member of our support team. Our team will assist you in scheduling an appointment with a dedicated member of our Professional Services team, who will be your primary point of contact throughout the setup process.

Under certain circumstances, it may be possible to make changes to your existing account. However, if you request an integration switch that is possible, our team will charge a fee for the work required to prepare your Tallie account for the switch. To ensure a successful switch, our team may need to complete the following tasks:

• Deletion of list data and XIDs out of Tallie from your previous accounting platform
• List data includes things like your chart of accounts, customers, employees and so on
• XIDs are back-end identifier codes that are specific to each accounting platform  accompany every piece of list data that syncs into Tallie
• Creation and Implementation of a new Tallie account
• Guidance on how to properly disconnect Tallie from your current accounting platform and sync Tallie with your new one
• Assistance in processing a test expense report export to the new accounting platform

The purpose of this work by our team is to ensure that:

• There is no duplication or cross-contamination of list data in your Tallie account
• All synced-in list data is only from your new accounting platform
• The integration switch goes smoothly and without any issues or errors

Once the integration switch is complete, there will be some additional maintenance work on your side to complete. This includes:

• Re-mapping expense categories to their corresponding expense accounts or service items (Configuring Expense Categories)
• Re-mapping corporate cards to their corresponding accounts or vendors (Mapping Company Cards)
• Re-mapping users to their corresponding vendors if you process reimbursable expenses as bills (Mappings Vendors and Mapping BILL Vendors)

If you are considering switching your integrated accounting system and are unsure if the switch is supported, please contact our support team for assistance.