How to Prepare your QuickBooks Online files for a Copy

In order to ensure your Copy using Rewind for QuickBooks Online is successful, we've put together a checklist for you to complete before starting a Copy.


Disclaimer: These steps are required in order to ensure the most complete copy, and there may still be failed or skipped items after a copy has completed. Rewind will provide a list of items that could not be recreated on the destination side so that the customer can address the root cause of these failures before attempting to copy again.

1. Clean up the Source File

  • Billable Items
    • Time & Expenses
  • Resolve duplicate/old vendors and clients
  • Reconcile accounts:
    • Banks
    • Clearing
    • Key Asset/Liability Accounts
    • Due To Shareholders
    • Accounts Receivable
    • Accounts Payable
  • Finalize Payroll
  • File Taxes
  • Clear up duplicate Tax Codes
    • Run transaction by tax code report to see what is active and needs to be reclassified
    • Batch reclassify to clear up issues:
    • Go to Taxes > Manage sales tax > Rename or De-activate duplicates
  • Clear up duplicate Chart of Account names and numbers
    • Open the Chart of Accounts, sort by number and then by name
    • Pick whichever sort needs the most work
    • Click the "edit pencil" at the top right of the view
    • Re-number and re-name as necessary
    • Save

2. Run reports from Source File (optional)

  • Profit & Loss
  • Trial Balance
  • General Ledger
  • Journal
  • Balance Sheet
  • Account Payable
  • Accounts Receivable
  • Reconciliation
  • Payroll
  • Export recurring templates (if applicable)

* Since Copy won't change the Source File, you can simply view reports from the source file after the Copy is complete instead of running reports.

3. Obtain client approval (if applicable)

4. Prepare the Destination File

  • Open Settings in both Source and Destination Files:
    • Ensure all modules and settings match
      • Multi-currency, classes, locations, sales tax
    • Add in classes, locations, projects
    • Add employee and YTD information
    • Add recurring transactions

5. Run Copy from Source File to Destination File using Rewind for QuickBooks Online

6. Verify data

  • Review the "Success/Failure" summary email from Rewind
  • Compare the following reports to the Source File (from Step 2)
    • Profit & Loss
    • Accounts Receivable
    • Accounts Payable
    • Balance Sheet
  • Verify the following lists to Source File:
    • Chart of Accounts
    • Customers
    • Vendors
    • Products and Services 
  • Confirm "Overview Tab" in Source and Destination files match

7. Correct any mis-matched information in the Destination File

8. Confirm settings in Destination File

  • Classes, Locations, Projects
  • Employee and YTD information
  • Recurring Transactions
  • Custom Reports

8. Verify Bank Feeds in Destination File

  • Verify bank feed connections
  • Add bank rules
  • Check for opening balance equity amounts added by the initial bank feed connection
  • Remove any duplicate/stale imports
    • The feed pulls in 3 months worth of transactions, check carefully using sort to eliminate

9. Obtain final client approval (if applicable)