How to Migrate from QuickBooks to Agiled (2026 Step-by-Step Guide)

Read this first: Agiled is not a full accounting replacement for QuickBooks. QuickBooks does double-entry bookkeeping, bank reconciliation, financial statements, payroll (add-on), and tax prep. Agiled does invoicing, estimates, expense tracking, and the whole client business around them, but not your books. So most people do not abandon QuickBooks for Agiled, they realize they were using QuickBooks mainly to send invoices and chase payments, and Agiled replaces that piece while adding CRM, contracts, projects, and a client portal. This guide is honest about what to move and what to keep.

QuickBooks Online is the standard for small-business accounting. But a lot of freelancers and service businesses pay $38-$115/month for it and use a fraction of it: invoicing, estimates, and basic expense tracking. If that is you, Agiled covers those plus the entire client lifecycle, and you can either keep a lighter accounting setup or hand clean records to an accountant.

Comparing first? See Agiled vs QuickBooks and the best QuickBooks alternatives.

The honest part: what Agiled does NOT do

Be clear-eyed before you change anything. Agiled does not replace these QuickBooks capabilities:

• Double-entry bookkeeping and a general ledger
• Bank and credit-card reconciliation
• Profit & loss, balance sheet, and accountant-ready financial statements
• Payroll (a QuickBooks add-on)
• Sales-tax filing and tax prep workflows

If your business depends on those, keep QuickBooks (or an accounting tool/accountant) for the books and use Agiled for the client-facing side. Many businesses run both: Agiled for sales, contracts, invoicing, and projects; an accounting tool for the ledger. Do not cancel QuickBooks expecting Agiled to file your taxes, because it will not.

Who should actually migrate

This move makes sense if you mainly use QuickBooks to:

• Create and send invoices and estimates
• Track which clients have paid
• Log basic income and expenses

...and you are running separate tools for your CRM, proposals, contracts, and project work. In that case Agiled consolidates all of it, and your accounting needs may be light enough for an accountant to handle at year end.

What QuickBooks features map to Agiled

QuickBooks (the parts Agiled covers)	Agiled equivalent	Notes
Invoicing & estimates	Finance	Recurring billing, estimates, payments
Expense tracking	Finance	Log and categorize expenses
Client records	CRM	Full pipeline, not just a payer list
Payment collection	Finance	Connect Stripe/PayPal
(none) Proposals & contracts	Documents	Reusable templates, e-sign
(none) Projects	Projects	Kanban, Gantt, time tracking
(none) Client portal	Client portal	Branded, clients view and pay
Bookkeeping / payroll / tax	(keep QuickBooks or an accountant)	Agiled does not replace these

The migration plan

Phase 1 - Decide your accounting setup (Day 1)

1. Confirm how you will handle books, payroll, and tax after the move (keep QuickBooks for accounting only, switch to a lighter accounting tool, or use an accountant).

Phase 2 - Set up Agiled (Day 1-2)

1. Create your Agiled account, add branding and business details.
2. Connect Stripe/PayPal for payments.

Phase 3 - Move invoicing and clients (Day 2-5)

1. Export your customer list from QuickBooks to CSV and import it into Agiled's CRM.
2. Recreate your invoice and estimate templates in Finance.
3. Set up recurring invoices and your proposal/contract templates in Documents.

Phase 4 - Add the rest of the client business (Day 5-7)

1. Set up projects, time tracking, and the client portal.
2. Route new invoicing through Agiled; let open QuickBooks invoices clear.

Phase 5 - Keep your books clean

1. Export historical reports (P&L, transactions) from QuickBooks for your records.
2. If you are keeping QuickBooks for accounting, decide how Agiled invoice/expense data flows to it (manual entry, export, or your accountant's process).

What it costs after you switch

QuickBooks Online is $38/month (Simple Start), $75/month (Essentials), and $115/month (Plus), with payroll, live bookkeeping, and time tracking as paid add-ons. Agiled has a limited free workspace, Starter at $29/month ($24 annually), and Pro at $69/month ($59 annually) for 3 seats. If you keep a lightweight accounting tool alongside Agiled, factor that in, the savings come from retiring separate CRM, contract, and project tools, not from dropping accounting.

Mistakes to avoid

• Cancelling QuickBooks expecting full accounting in Agiled. It is not there. Keep your books somewhere.
• Not exporting your financial history. Pull P&L and transaction reports before losing access.
• Forgetting tax season. Make sure your post-migration setup still produces what your accountant needs.
• Migrating mid-tax-year without a plan. Coordinate the cutover so your records stay continuous.

When you should stay on QuickBooks

• You need real bookkeeping: reconciliation, financial statements, payroll, inventory, or tax workflows. QuickBooks is built for that and Agiled is not. In that case, the best setup is often QuickBooks for accounting plus Agiled for the client business, not one replacing the other.

If you only used QuickBooks for invoicing and client tracking, Agiled replaces that and adds far more. See the Agiled vs QuickBooks comparison.

Frequently Asked Questions

Can Agiled replace QuickBooks for accounting?

No, and it is important to be clear: Agiled is not a full accounting system. It does invoicing, estimates, expense tracking, and the client business around them, but not double-entry bookkeeping, bank reconciliation, financial statements, payroll, or tax filing. Keep QuickBooks or an accountant for the books and use Agiled for the client-facing side.

Then why would I migrate from QuickBooks to Agiled?

Because many people use QuickBooks mainly to send invoices and track payments while running separate tools for CRM, proposals, contracts, and projects. Agiled consolidates invoicing plus all of that client work into one platform. If your accounting needs are light, an accountant can handle year-end from clean Agiled records.

How do I move my QuickBooks data into Agiled?

Export your customer list to CSV and import it into Agiled's CRM, then recreate your invoice and estimate templates in Finance. Export historical financial reports (P&L, transactions) from QuickBooks for your records before making changes.

Will I lose my financial history if I leave QuickBooks?

Only if you do not export it. Download your P&L, balance sheet, and transaction reports first. If you are keeping QuickBooks purely for accounting, you keep full history there and use Agiled only for the client side.

Can I use Agiled and QuickBooks together?

Yes, and for many businesses that is the ideal setup: Agiled for leads, proposals, contracts, invoicing, and projects; QuickBooks for the books, payroll, and tax. Your Agiled invoice and expense data can be entered or exported into QuickBooks as part of your accountant's process.

Related:

• Agiled vs QuickBooks: full comparison
• Best QuickBooks alternatives
• Migrate from FreshBooks to Agiled
• Migrate from HoneyBook to Agiled
• Migrate from Bonsai to Agiled

Ready to start? Create your free Agiled account and move your invoicing today.