Quickbooks File Merge Service

Merging QuickBooks Company Files

If you need to merge multiple QuickBooks company files into a single, consolidated file, QB Advisors LLC offers a professional and industry-leading solution to seamlessly integrate your data. We ensure accuracy and reliability, guaranteeing a properly structured and error-free merged file. Additionally, we can assign classes to all transactions, enhancing your ability to generate detailed reports. Every merged file undergoes a comprehensive audit to verify that all data has been combined correctly.

When merging company files, it is essential that the chart of accounts does not contain duplicate account names assigned to different types. For example, if one company file has an "Accounts Receivable" account categorized under AccountsReceivable, another company file cannot have the same name under a different category. To resolve this issue, one of the accounts should be renamed, such as "Accounts Receivable1", before merging.

Furthermore, only one company file can include Payroll transactions. If payroll data exists in multiple files, those transactions cannot be merged. However, all other transaction types can be successfully combined. There is no limit to how many files can be merged into a single QuickBooks data file or converted to QuickBooks Online with QB Advisors LLC.

Why Use a QuickBooks File Merge Service?

A file merge service is essential in various situations where combining multiple QuickBooks data files into one is necessary. Here are some common scenarios where merging files can be beneficial:

• Accidental Data Entry in Separate Files – You mistakenly entered data into a local file instead of the shared, networked file and need to consolidate them.
• Combining Data from Different Files – You worked on two separate QuickBooks files and now need to merge them into a single, unified file.
• Class-Based Consolidation – You want to integrate multiple QuickBooks company files while assigning unique classes to transactions for better tracking and reporting.
• Preparation for QuickBooks Online Migration – Merging data files before transitioning to QuickBooks Online ensures a smooth and accurate migration.
• Business Mergers & Consolidation – When two or more businesses are merging or consolidating operations, combining QuickBooks files helps maintain accurate financial records in a single file.

Can QuickBooks Online (QBO) Files Be Merged?

To merge two QuickBooks Online (QBO) company files, each QBO dataset must first be converted into a QuickBooks Desktop version (U.S. versions only). Once converted, the desktop files are merged and can then be uploaded to a new QBO company file.

Can the Merged Desktop Files Be Uploaded Back to QBO?

Yes, the merged desktop file can be re-uploaded to a QBO account. However, if the account is older than 60 days, you will need to contact Intuit to request permission to upload the merged data back into the original QBO account. If permission is not granted, you will need to create a new QBO account for the merged file.

What Data Cannot Be Merged?

Certain types of data cannot be merged due to QuickBooks' system limitations. Below are the key data points that QB Advisors LLC cannot transfer during the merge process:

• Payroll Checks – Payroll checks will be converted into regular checks and will not appear in payroll reports or W-2 calculations since QuickBooks does not allow payroll data to be transferred between files. Additionally, time activities are not merged.
• Bank Reconciliations – Bank reconciliation data cannot be transferred because QuickBooks does not support reconciliation transfers. After merging, a new reconciliation will need to be performed for each bank account.
• Negative Inventory & Assembly Builds – Files containing negative inventory and assembly builds may not merge correctly. If there is an insufficient quantity to complete assembly builds, they will be transferred as pending builds instead.
• Sales Tax Items & Groups – Any sales tax items or groups that have been modified after their initial use may not transfer accurately. This is because QuickBooks does not store historical tax rate changes.
• Group Items – If group items have been altered after their initial use, they may not transfer correctly since QuickBooks does not retain historical modifications.
• Templates – Templates from secondary files cannot be transferred into the primary file. However, they can be manually exported and imported into the merged file after the process is complete.
• Attachments – QuickBooks does not support the transfer of attachments, so they will not be included in the merged file.
• Customer Notes & To-Do Lists – These are not merged and must be manually re-entered.
• Custom Fields in Transactions – Custom fields from secondary files do not transfer into the primary file.
• Memorized Transactions – Any memorized transaction definitions from secondary files will not be included and must be memorized again.
• Memorized Reports – Reports stored in secondary files will need to be recreated, as they do not transfer.
• Budgets & Forecasts – Any budgets or forecasts from secondary files will not be merged and must be re-entered manually.
• User Accounts – Users from secondary company files are not transferred and will need to be set up again in the primary file.

Why Reports May Differ After a Merge?

Financial reports in the merged QuickBooks file may not match the reports from the original source files. This means that adding the reports from the individual files together will not necessarily produce the same results as the merged file reports, especially when items are involved.

There are a few key reasons why this happens:

• Account Changes in Secondary Files – In QuickBooks, accounts linked to items in a secondary file can be modified after transactions have been recorded. However, when merging, all transactions are posted to the currently assigned account for that item, which may lead to differences in financial reports.
• Duplicate Item Names with Different Accounts – If the same item name exists in multiple company files but is assigned to different accounts, the merged file will post all transactions under one account, based on the settings in the primary file.

How Lists Are Merged?

At QB Advisors LLC, we ensure that all lists—including customers, vendors, accounts, items, employees, and other names—are carefully merged to maintain data accuracy.

• Merging Identical Names: If both the Primary and Secondary files contain an entry with the same name, they are combined into a single record. For instance, if both files have a bank account named "Chase Bank", the merged file will retain just one "Chase Bank" entry, even if the account numbers were different.
• Keeping Unique Names: If list names are different, both entries will be retained in the merged file. For example, if one file has "Chase Bank #1" and another has "Chase Bank #2", the final merged file will contain both accounts, regardless of whether the account numbers were the same.
• Resolving Name Conflicts: When an identical name exists in different list categories (e.g., a customer in one file and a vendor in another), the secondary file’s name is modified for clarity. For example, if the primary file has a customer named "ACME Inc" and the secondary file has a vendor with the same name, the vendor entry will be renamed "ACME Inc-V" in the merged file.

Assigning Classes

At QB Advisors LLC, classes can be assigned to both the Primary and Secondary files before merging. This allows you to generate financial reports—such as Profit & Loss by Class or Balance Sheet by Class—that align perfectly with the original files.

Keep in mind that once classes are added, every transaction in each file will be categorized under a single class. For instance:

• All transactions in the Primary file will be labeled "PRIMARY."
• Transactions in Secondary File 1 will be assigned "SECONDARY 1."
• Transactions in Secondary File 2 will be assigned "SECONDARY 2," and so on.

How It Works?

The merging process is quick and straightforward with QB Advisors LLC:

1. Upload Backup Copies – Provide backup files of the QuickBooks company files you need to merge.
2. We Merge the Files – Our team securely combines the data while maintaining accuracy.
3. Download the Merged File – We provide a secure download link for your finalized QuickBooks file.

Our service supports all international versions of QuickBooks, including US, UK, Canadian, and Australian editions. Plus, we offer weekend service for your convenience.