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Data cleanup and migration

See the whole cleanup before anything changes.

Your sales system and your books each keep a list. We match the pairs by your rule and show you every one first.

From $1,500 per project

Book a callWhat it costs
A small office’s back room in daylight: two hands lifting a manila folder out of an old cardboard file box, an open laptop and a lamp behind it
Example dry run6,420 records read. 212 pairs proposed, 18 held. Balances unchanged.

What it does

Two lists in. One clean list out.

Your booking system or Square keeps one customer list, QuickBooks Online another. Here is one cleanup, start to finish. Moves to QuickBooks Online or another app are add-ons.

Pick a business
Luxe SalonHair salon, Winter ParkBooking system+QuickBooks Online
Cleanup reportOne week, Monday to Friday
  1. Both lists read, a full copy saved firstTo your own storage, before any work. Nothing in either system changed.

    Booking system3,940QuickBooks Online2,480

    6,420records readSaved first
  2. Pairs found by the rule you approvedSame email, or same phone and last name, proposes a pair. Anything less, or an open balance, waits for you.
    • Gwen Mabrygwen@example.com · 407-555-0190G. Mabrygwen@example.com · no phoneKeep Gwen Mabry

      Same email, nothing disagrees. Your booking list has Gwen Mabry.To approve

    • Marisol Vega407-555-0172 · $85.00 openM. Vega407-555-0172 · $0.00 openBoth stay as they are

      Same phone and last name, but a balance is open. Held for you.Held

    230pairs found
  3. The dry run, on your own recordsEvery pair and every balance, before anything changes.
    • Pairs held for you18Held
    • Balances, today and after$2,316.50 = $2,316.50Checked
    212pairs proposed
  4. Approved Wednesday, 11:20 AM, then combinedCombining QuickBooks customers is permanent, so your approval came first, the whole list or pair by pair.
    • Piper Alder, was ALDER, PIPER1 nameUpdated
    • Balyage and Bal-ayage into Balayage2 itemsTo approve
    • March sales of Balyage, filed periodTo your accountantFlagged
    212customers combined
One list, both systemsThe copy, your approvals, the change log and the held list sit in your folder, under your own login. Nothing keeps running, so no plan is needed.
Fern & FinchPlant shop, OrlandoSquare+QuickBooks Online
Cleanup reportOne week, Monday to Friday
  1. Both lists read, a full copy saved firstTo your own storage, before any work. Nothing in either system changed.

    Square5,210QuickBooks Online3,075

    8,285records readSaved first
  2. Pairs found by the rule you approvedSame email, or same phone and last name, proposes a pair. A shared phone alone, or a balance, waits for you.
    • Ingrid Hollowayingrid@example.com · 407-555-0128I. Hollowayingrid@example.com · no phoneKeep Ingrid Holloway

      Same email, nothing disagrees. Square has Ingrid Holloway.To approve

    • Lowell Sato407-555-0163 · lowell@example.comSato Landscaping407-555-0163 · office@sato.exampleBoth stay as they are

      One phone, a person and a business. Not one customer until you say so.Held

    373pairs found
  3. The dry run, on your own recordsEvery pair and every balance, before anything changes.
    • Pairs held for you26Held
    • Balances, today and after$3,482.75 = $3,482.75Checked
    347pairs proposed
  4. Approved Wednesday, 2:20 PM, then combinedCombining QuickBooks customers is permanent, so your approval came first, the whole list or pair by pair.
    • Store tax setting 7%, was 6.5%, new sales onlyAccountant confirmedUpdated
    • Terracotta pot, 6 inch, in Square and QuickBooks2 items at $14.00Updated
    • March invoices at 6.5%, filed periodTo your accountantFlagged
    347customers combined
One list, both systemsThe copy, your approvals, the change log and the held list sit in your folder, under your own login. Nothing keeps running, so no plan is needed.

Who decides

You stay in charge.

The dry run proposes. You decide every held pair with us, in person, before anything is combined. Every part of that is yours to change.

What is never decided for you

  • Sylvie Calloway407-555-0149 · 2 visitsRoland Calloway407-555-0149 · 1 visitBoth stay as they are

    Two people or one? Yours to say.Held

  • Two people who share a phone or email
  • A customer with an open balance
  • Any patient record
  • Anything dated in a filed or closed period
  • Saved cards and autopay

We bring the held list to you and go through it together, pair by pair, in person. What goes on it is yours to change.

Your records, your rules

A match rule you approve

Same email, or same phone and last name: propose it. First names differ, or name alone: ask me. Open balance: leave it.

One match rule, kept short. Yours says whatever you want.

  • Your rule in one document

    What counts as a match, which value wins and what waits for you, in one document you keep.

  • A full copy first, in your own storage

    Taken before the first change. It is a record of what was there, not an undo button.

  • The dry run in your hands

    Every pair, every count and every total, on your own records, before you say yes.

  • One pair at a time if you want

    Approve the whole list or pair by pair. A pair you turn down stays as it is.

  • Our working copies destroyed on a date in the plan

    The written plan names the date. After it, the only copy is yours.

What it is worth

A messy list, in your numbers.

Every hour spent finding the right record is paid for, and a tax rate set too low is money you owe the state yourself. A cleanup combines the pairs you approve and sets the rate your accountant confirms, going forward. What that saves is yours to count.

If the list stays as it isWhat it costsA year of itCovers the base build in
Salon or spatwo hours a week finding the right client$46$2,392every weekEight months
Accounting or law firmtwo hours a week matching clients between billing and the books$46$2,392every weekEight months
Home servicesthree hours a week finding the right customer before an invoice$69$3,588every weekSix months
Retail or online shophalf a point of county surtax missed on an example $400,000 of taxable sales a year, which the seller owes (s. 212.07(2), Florida Statutes)$160$1,920every monthTen months

Hours and sales are examples, not benchmarks; put in your own. $23 is the Orlando median for bookkeeping clerks, rounded down, BLS May 2025, before payroll taxes and benefits. The surtax example is before penalties and interest.

The build starts at $1,500, paid once.

Your number

Not one of these, or is it you doing the looking? The fields start at four hours a week at $25; put in your own. A rough figure is fine, and nothing is saved.

A year of it

$5,200

Covers the base build in

Four months

What it costs

One fixed price for the build.

It starts at the figure below. The written plan fixes it before any work starts.

The build

Data cleanup and migration

QuickBooks list cleanup and duplicate customers matched across your sales system and your books, with a dry run first. A move to a new tool is an add-on.

Build and setup, up to 10,000 records, two systems
From $1,500 per project
  • A dry run on your own records before anything changes.
  • The first call, the visit and the written plan are free.
  • 60 days of free fixes after it is done.

Optional add-ons

  • A third systemThe same match rule, dry run and log across one more system.
  • Years of history and photosAs far as the old system exports them. The dry run lists what comes across.
  • Desktop to OnlineRun first on an empty Online company, inside Intuit’s import window: 90 days from the company’s creation, 180 if your accountant created it. Before-and-after reports and a list of what does not move. The Desktop file stays as it was; the move itself cannot be undone.
  • CRM or booking-app migrationCustomers, history and items as far as the old vendor exports them. Saved cards and autopay stay with the payment processor.
  • A clean list for your AI employeesThe kept list, set up as the customer list your AI employees read.
  • Every build price here is where a project starts: the base build its card describes. Add-ons are priced in the written plan, so the final figure moves with what you choose.
  • Any vendor fee to export or convert your data is billed to you at cost; we add nothing.

Other back office systems we build

Each with its own page and starting price.

How it goes live

A call, a visit, a written plan. Then the build.

  1. A phone call

    Twenty minutes with Ben, who builds the system: what rings, what gets typed twice.

  2. A visit

    We come to your business and watch a normal close: the sale, the deposit, the report, what gets typed into your books.

  3. The written plan

    Within a week of the visit: what to build first, what to leave alone, a fixed price for each. Free, and yours either way.

Say yes to the plan and we build it on your accounts, tried on your own past records before anything reaches your books. At the handover your team is shown how it works and how to change it.

Reading

Before you decide.

Questions

What owners ask about it.

Can a merge be undone?

Not in QuickBooks. Intuit says a merge in QuickBooks Online is permanent, and that the merged-away customer’s history stays empty even if you make them active again. Desktop’s page lists undoing a merge as not allowed, and HubSpot says the same of its own. That is why the dry run comes first. On QuickBooks Online Advanced, Intuit’s backup can put the whole file back to an older version if it was switched on before the change, but it replaces everything entered since, and it does not restore one item.

Is QuickBooks Desktop going away?

No deadline, unless your file is on a 2023 version or older. 2023 versions lost support after May 31, 2026, and older ones before that, including security updates, payroll tax calculation, payments processing and online banking. Intuit says the 24.0 release has no sunset deadline. New Pro Plus and Premier Plus subscriptions stopped after September 30, 2024, but anyone already subscribed can keep renewing, and Enterprise was not part of that change. For most, a move is a choice. It is an add-on here, and the written plan prices it.

Will saved cards and autopay move?

We never promise it. They stay with the payment processor, we never touch the numbers, and we tell you what that processor allows before anything moves. Square, for one, sends an encrypted file to a PCI DSS Level 1 processor after the owner phones its support, and says that can take up to two weeks. From Desktop to Online, Intuit says recurring payment transactions and saved card settings do not move, while card details on a customer or an invoice do.

We are a practice. What about patient records?

The patient list stays in your practice system. A business associate agreement is signed before the first export, every pair is a person’s call, and no patient goes into QuickBooks. A move to a new practice system is an add-on that runs through that vendor’s own conversion, with its fees billed to you at cost. Open Dental, for one, publishes a free test conversion.

Is this bookkeeping cleanup?

No. We correct lists and settings going forward. Reconciling, categories and amended returns stay with your accountant. If the numbers themselves are wrong, that is your accountant’s work or a bookkeeping service’s, and a different job from this one.

Will our past reports change?

Some can, and the dry run names each report a change touches. After a combine, a report by customer shows one customer where it showed two, and a corrected name can show on past records too. When an item’s income account changes, QuickBooks’ box for updating historical transactions stays off, so only new sales change. An inventory item is different: Intuit says that change affects prior transactions, so it goes to your accountant first, as does anything in a filed period.

When is QuickBooks’ own merge button enough?

For a few dozen duplicates in one system, with no open balances. It is free and it works, one pair at a time, and the result shows only after it cannot be undone. The cleanup earns its fee when the same customers live in two systems, when balances are open, or when you want to read every pair before anything changes. Intuit’s Desktop import is a different tool: it replaces everything already in the Online company.

What if we want to stop, or move it to someone else?

You keep everything. The full copy is already in your own storage, and the match rule, the dry-run report and the change log are documents you hold. Stop after the dry run and nothing in your systems has changed. Another developer can pick up from the same papers. There is no plan to end unless a connection stayed in place; a support plan is optional and ends any month with 30 days’ notice.

A clear plan starts with a call.

Tell us what's slowing you down. We'll work out what to fix first.

  1. A short phone call

    Tell us how your business runs day to day. From that alone, we can usually see what to take off your plate.

  2. A visit to your business

    We come to you, watch how the work happens and see which tools you use.

  3. Your written plan and prices

    A prioritized list of improvements, with a fixed price for each project. You keep the plan either way.

Book a call