How to merge multiple QuickBooks data files with Classes

QuickBooks does not have an in-built functionality to merge QuickBooks data files together. In fact, it is quite a challenging task because QuickBooks has very strict rules for names i.e. a Customer name in one file cannot be the same as a Vendor name in another file. Perhaps, the biggest issue in merging file is the fact that payroll transactions cannot be merged since the QuickBooks SDK (Software Development Kit) does not allow it.

There are currently options in place to merge QuickBooks using third-party software. This, however, has been proven to be a costly, time-consuming and tedious process. If not carried out carefully, it could end up in the corruption of the source data file.

QuickBooks has a feature called ‘classes’ that can be used to track data by department, entity, or location.
To incorporate multiple company documents, the chart of accounts in both data cannot include the same bill name with different kinds. For instance, if one company data file comes with an account with brand ‘Accounts Receivable’ of type AccountsReceivable, the next company cannot have a merchant account name with the brand ‘Accounts Receivable’ of another type. To resolve this technical issue, rename one of many accounts to ‘Accounts Receivable1’.

E-Tech offers a turnkey service to merge multiple company files into a single company file by simply sending backups of the files that need to be merged. This service combines list and transaction data from multiple files and returns a single company file with the merged data. The data is then audited to ensure the accuracy of the merged data. This service works with all international versions of QuickBooks including the US, UK, and Canadian editions.
Additionally, classes would be added to all transactions in each company file which can be utilized for reporting purposes. The merge typically takes 2-3 business days, with weekend file merge service also available.

How does merging company files work?
Prior to the merge, you will identify the primary data file and the secondary data files. The merge process involves two steps: Merging lists (Chart of Accounts, Customers, Vendors, Employees, Items, and Other Names) and merging transactions (All financial transactions). If a list name is present in the primary file, it will be merged; if not, the name will be added to the primary file. All transactions from the secondary files are transferred to the primary file.

What are the limitations of the merge?
⦁ QuickBooks does not allow payroll transactions to be merged from the secondary files into the primary file. We will transfer payroll checks as regular checks with full line item details
⦁ Usernames are not transferred from the secondary files to the primary file. You will need to re-create users after the merge.
⦁ Budget data cannot be merged.

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