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Sage HRMS to QuickBooks Conversion Services

Migrate from Sage HRMS to QuickBooks and get various

Migrate from Sage HRMS to QuickBooks and get various arrays of tools like invoicing, expense tracking, financial reporting, and payroll management.     

QuickBooks is widely recognized for its extensive functionalities tailored for accounting and financial management duties. It boasts a diverse array of tools like invoicing, expense tracking, financial reporting, and payroll management, all conveniently accessible within one unified platform. On the other hand, Sage HRMS lacks specialized features and automation capabilities. 

QuickBooks presents multiple versions, such as Pro, Premier, Enterprise, and Online, each catering to distinct business needs. Many customers transitioning from Sage HRMS to QuickBooks favor QuickBooks Enterprise for its advanced features and scalability, guaranteeing a smooth alignment with their evolving business needs. 

Migration from Sage HRMS to QuickBooks 

Customers using Sage HRMS may face challenges such as limited integration with other software systems, complex interfaces, and difficulties in scaling as their business grows. QuickBooks overcomes these challenges by offering seamless integration with various third-party applications, user-friendly interface that simplify HR tasks, and scalability to meet the evolving needs of business. 

QuickBooks has its own limitations like it might not provide advanced customization options or scalability for complex financial models or extensive datasets. Moreover, QuickBooks depends on internet connectivity for various functions which can pose challenges for businesses in areas with unreliable access. Sage HRMS offers a comprehensive suite of features designed to streamline human resource management tasks. 

All About QuickBooks Data Conversion 

QuickBooks offers versatile solutions, catering to businesses of all sizes with desktop and cloud-based versions. Pro, Premier, and Enterprise deliver comprehensive features for accounting, payroll, and inventory management, tailored to industry-specific needs. 

QuickBooks Online provides cloud flexibility, real-time data syncing, and collaboration features via a subscription model, meeting modern business demands.  Both options prioritize robust security measures and encryption protocols to safeguard financial data. Customers can choose between QuickBooks Desktop for office accessibility and advanced features, or QuickBooks Online for cloud convenience and scalability, based on their operational preferences.  

Why you Need an Expert to Migrate from Sage HRMS to QuickBooks Conversion

Switching from Sage HRMS to QuickBooks demands expertise due to the intricacies of data conversion and the needs for accuracy throughout the process. An expert proficiency navigates transferring financial data, including accounts transactions and project details, while upholding consistency and integrity. 

They adeptly handle compatibility issues between platforms and tailor the migration to suit specific business needs. With expert guidance, businesses streamline the process, minimize downtime, and ensure a successful transition to QuickBooks.  

Sage HRMS to QuickBooks Data Conversion: Checklist 

  • QuickBooks Integrations: Emphasize integrating key features such as Payroll and Time Tracking post-conversion to enhance business process. 
  • Browser Requirements: Prioritize stable internet access and utilize Google Chrome for optimal compatibility throughout the conversion process. 
  • Sage HRMS Installation: Install Sage HRMS on the same computer as QuickBooks to facilitate seamless data transfer between the system. 
  • Operating System Compatibility: Verify the system operates on Windows 8, Windows 10, or Windows 11 to effectively support the conversion process. 
  • Processor Requirement: Ensure efficient handling of conversion tasks by maintaining a minimum of a 500 MHz Intel Pentium II processor. 
  • Memory (RAM) Requirement: Allocate at least 512 MB of RAM to support the conversion process and prevent system slowdowns. 
  • Microsoft .NET Framework: Confirm compatibility with Microsoft.NET Framework Version 2.0 to ensure compatibility with conversion tools, 
  • Sage HRMS Version: Use Sage Version 2013 or higher to facilitate the conversion process without encountering compatibility issues.
  • Hard Drive Space: Allocate a minimum of 2.5 GB of free space on the hard drive to accommodate conversion files and ensure smooth operations. 
  • QuickBooks Compatibility: Verify compatibility with QuickBooks Desktop Pro, Premier, or Enterprise editions for seamless conversion and functionality. 
  • Cross-Region Conversions: Remember that QuickBooks Data Conversion tool cannot be used for cross-region conversions, ensuring compliance with data protection regulation. 
  • Storage Considerations: Ensure sufficient hard drive space to store both QuickBooks database and associated files of Sage HRMS for efficient data management. 

Process of Converting Sage HRMS to QuickBooks

sage hrms to quickbooks

Step 1: Prepare for the conversion 

  • Install QuickBooks on the similar computer as Sage HRMS. 
  • Keep your Sage HRMS and QuickBooks Desktop data saved on your computer hard drive to prevent your data from any issues with network or server-hosted files. 
  • Before you begin with the conversion process, make a backup of your Sage HRMS data to save against any potential data loss. 

Step 2: Setup Sage HRMS

Note: Ensure that you have the access as the admin user so that you can perform the steps given below: 

  • Open Sage HRMS, and choose the file you want to convert. 
  • Now, open the main menu and click on the Maintain option. 
  • Then, choose Users and after that Setup Security. 
  • Choose Data Access/Crystal Report Lab. 
  • Click on the option With the following login information. 

Note: Keep in mind that you can’t change the ID field. 

  • Select the Change option and set a password for the transfer.
  • Click on the OK option and close the Sage HRMS, after renewing the new password. 

Set 3: Download the conversion tool

  • First, download the QuickBooks Conversion Tool. 
  • Now, explore and open the folder in which you have saved the download file. 
  • By right clicking on the QuickBooks icon select the Properties option. 
  • Below the Compatibility mode option, click on the checkbox for Run this program in compatibility for, and then select Windows 8( although if you have Windows 10) from the dropdown menu click on OK. 
  • Lastly, right-click on the QuickBooksConverstionToolSetup.exe and choose Run as Administrator. 

Step 4: Convert your data

  • Select Browse and navigate the Sage HRMS file you wish to convert. 
  • In the Pervasive 32-bit ODBC engine DNS Setup Window, choose your Sage HRMS company file from the Database Name dropdown menu. 
  • Enter your Sage HRMS password, then choose Next. 
  • Select the edition and version of QuickBooks Desktop you are transferring your Sage data into. 
  • Browse and select the folder in which you can save your converted data, then click on Next. 
  • Start the conversion process reviewing the entered information. 
  • QuickBooks will start automatically, and a certificate notification will appear. Select the Yes option and Continue as needed.
  • The conversion tool will run automatically and once the conversion gets completed you’ll receive a notification. 
  • Once the process gets completed, you’ll be requested to open the converted file in QuickBooks, which might take a few minutes. 

Step 5: Review the conversion 

After the tool completes the process, choose Open in QuickBooks to review the moved data for accuracy. Once you have confirmed about the data in QuickBooks, then evaluate the transfer log for any discrepancies by following the steps mentioned below:  

  • Open the Windows start menu. 
  • Now, search and navigate to the File Explorer. 
  • Then, go to C:\USERS\[Your Windows User Name]\My Documents\Intuit\QuickBooks.
  • Evaluate the failed transaction log file within the folder to recognize any data which didn’t transfer successfully. 
sage hrms to quickbooks

Converting from Sage HRMS to QuickBooks Online 

There isn’t any direct method available through which you can convert Sage HRMS to QuickBooks Online, also there is a possibility that the manual conversion can lead to errors. As an alternative, we suggest you to convert Sage files to QuickBooks first, then you can import them into QuickBooks Online. Follow the steps mentioned below to: 

  • First, log in to QuickBooks as an admin. After that, open the company file you want to Export to QuickBooks Online. 
  • For the Desktop Version Pro or Premier, navigate to Company > Export Company File to QuickBooks Online. For the Desktop Enterprise, press ctrl + 1 followed by Ctrl+B+Q. 
  • Start by clicking the Start Export option. 
  • Now, log in as admin into QuickBooks Online.
  • Then, choose whether you want to import track inventory, choosing Yes or NO accordingly. 
  • After that, from the drop down menu labeled choose the online company option, and choose the company you want to replace with the new file. 
  • Click the Continue button and then Agree in the text field which displays, then click Replace. 
  • Click on the Yes option, and replace the data, after that click Replace to complete the import process. 

Common Errors Encountered in QuickBooks Data Conversion Process

When switching from Sage HRMS to QuickBooks, businesses very often face a lot of challenges throughout the conversion process. 

  • Some of the data might not transfer correctly, which can lead to incomplete information in QuickBoos. 
  • During the conversion sometimes the data integrity can get compromised that can lead to inaccurate financial reports or calculations. 
  • Wrong mapping of data fields between the old system and QuickBooks can lead to data being placed in the wrong categories or accounts. 
  • Differences in data formats between the old system and QuickBooks can cause issues during conversion, particularly with dates, currencies, or special characters. 
  • There are chances that QuickBooks might not support custom fields or data structure from the previous system, needing adjustments or workarounds. 


Switching from Sage HRMS  QuickBooks demands correct planning and execution for the seamless conversion process. By using the user-friendly and advanced features of QuickBooks, businesses can easily increase their financial management capabilities.   

By : April 19, 2024
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