Bookkeeping cutover proof sheet
Use a cutover proof sheet to prevent duplicated imports and unexplained opening balances.
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| Cutover date | Record group | Old-system total | Imported total | Difference | Verification owner |
|---|---|---|---|---|---|
| October 31 | Unpaid invoices | $12,400 | $12,400 | $0 after invoice review | Bookkeeper |
- Use one row for each item described in the article.
- Record the source, unresolved difference and next action before marking an item complete.
- Review the actual business records separately. This worksheet does not connect to accounts or change your records.
A new bank feed does not mean you should cancel your old accounting subscription. The migration is ready when opening balances and outstanding records match the source, and your bookkeeper knows where the history lives. For an owner-run machine shop, a duplicate opening invoice or missing supplier bill distorts decisions immediately. Pick a cutover date, define which records cross it, and check them before treating the new workspace as your working books.
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Books bookkeeping workspace
Review the scope of Books bookkeeping workspace.
BlueFinch advisor service
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Wrap accounting exports: catch duplicate payment records
Catch duplicate wrap-shop payment imports with stable transaction references. Use the export review sheet to preserve original collections and correction events.
Decide which system owns each period
Set a clear cutoff with whoever handles your accounting. The old system can own activity through October 31, and the new one can start November 1. Document how you’ll handle unpaid invoices and bills, deposits, inventory, and fixed assets. Migration needs vary by business. A bank feed won’t bring every accounting balance or supporting document into the new system.
The Books bookkeeping workspace supports a controlled migration from QuickBooks where the account and source records are supported. Before exporting, ask which records and file formats your account accepts. That doesn’t mean every customized account, attachment, or historical report will transfer. The BlueFinch advisor service helps define the scope and setup responsibilities. Your qualified reviewer still makes the accounting decisions.
Sources for this section: IRS: supporting business records
Freeze a source snapshot you can explain later
Keep dated exports of agreed balances and open items. Note the reporting basis and filters, too. Comparing a cash-basis report with an accrual-basis report can create differences that an import repair will not resolve. The SBA explains how payment timing differs from sale timing under each method. Your migration needs to keep the method your business uses, not switch it by accident with a default setting.
For an illustrative check, the old system shows six unpaid invoices totaling $12,400. The new system matches at $12,400, but check all six references individually. One missing $1,200 invoice and one duplicate $1,200 invoice leave the total unchanged. Matching totals are necessary, but not enough. Verify the record count and representative details, especially for partially paid jobs.
Sources for this section: SBA: manage your finances
Keep imports from overlapping the opening entries
Here’s a common trap: enter an opening bank balance, then import transactions already counted in it. Before accepting the feed, set the first import date and check how duplicates are detected. If the connection brings in earlier activity, ask the reviewer responsible how to handle those records. And don’t bulk-delete old entries just because the balance looks too high.
Check internal transfers between business accounts together. Keep customer deposits separate from completed sales, based on your accounting treatment. A wrap shop might have cash in the bank for work scheduled next month. Count that cash without its related obligation, and the new books look stronger than the old ones, even though the business itself hasn’t changed.
Sources for this section: IRS: supporting business records
Complete one close before retiring the old workspace
Reconcile the first new period against bank and processor evidence. Test a payment applied to an old unpaid invoice, a supplier bill carried across the cutover, and an ordinary new expense. Ask your bookkeeper to verify the resulting reports. Keep the old system available until the agreed records and exports meet your retention needs and the first close has been reviewed.
Use the cutover worksheet to track differences, not private account details. Each row should show which total disagrees, who will investigate, and which source will resolve it. Limit access to financial exports to people who need it for business. The FTC recommends limiting retained sensitive information and controlling access. Once migration is complete, remove unnecessary temporary copies using your approved retention process. Don’t leave them in shared downloads.
Sources for this section: FTC: protecting personal information
Primary sources
BlueFinch last reviewed these sources on October 23, 2026. Check the linked sources for current requirements and product details.
Use this page for general business information. It is not legal, tax, or accounting advice.