An image of Ruby Business Solutions' logo

Transitioning to Cloud-Based Accounting

An image of an individual adding receipts together

Why transition?

Cloud-Based Accounting is easy to use and allows for seamless collaboration between members of your financial team. Transitioning to the cloud allows your team to use automations within cloud accounting software to eliminate tedious tasks and allows your team to access their work from anywhere in the world. Check out our blog post to see more reasons to switch to a Cloud-Based Accounting system.

Where to start?

1. Start by selecting your programs.

Its best to use a combination of programs which integrate with one another to further simplify your cloud-based accounting set-up. Here are some programs we recommend:

QuickBooks Online – this is a cloud-based accounting software. It allows you to track expenses and income, track inventory, create invoices, and more.

HubDoc – this is a cloud-based receipt manager which integrates with QuickBooks Online. It allows you to easily upload your source documents via email.

Plooto – this is a payment processing system which integrates with QuickBooks Online. It connects to your bank accounts to be able to collect and make payments automatically for you.

Rise People – this is a payroll provider which allows you to easily keep track of your employees, even if you have multiple locations. It also allows for scheduling and time tracking.

2. Next, spend some time getting to know your new software.

Before you begin transferring your data to your new system, it is a good idea to become familiar with the programs you will be using. You can do this by watching tutorials online, or even doing mock trials within the software to get a better idea of how things work.

3. Prepare for the transition.

One important part of this transition is preparing your data to be moved over to your cloud-based accounting system. When doing this, start with a checklist to keep track of all the data which needs to be moved over to the new system. Then, check if any of the programs you will be using require specific naming conventions or specific arrangements of columns and rows for import. This information is usually provided by the software during tutorials.

The other important thing to consider when preparing for this transition are the members of your team which will be using this system. To make this transition as easy as possible on your team, you could provide training videos or training sessions for your team members. It is also wise to introduce this new system to members of your team who have a passion for learning new technologies first, so they can help support and guide the rest of your team in learning your new cloud-based accounting system.

4. Transfer your data.

Now that you have prepared your team and your data, it is finally time to start transferring to your cloud-based accounting system! It is always a good idea to back up your data before starting your import to be certain you can recover it if you make any mistakes in the import process. Import can be done via manual data entry; however, most programs also have an import option which allows for quicker data import. Depending on the amount or complexity of the data you are needing to transfer, you may want to consider hiring someone to help your transition to the cloud. This way you can ensure that your data is secure, and that your transfer to cloud-based accounting will be a breeze.

Melissa Nuij
Chief Operations Officer

Ruby Business Solutions
Scroll to Top