I was recently asked to create a migration process for our many clients that come from the WiseSync platform. After some initial research and experimentation, I had an opportunity to help one of our new clients make this migration hands on.

I was delighted to discover that because both tools are working with the same datasets of ConnectWise Manage (CWM) and QuickBooks Online (QBO) that much of the setup process was already good to go.

Before you begin, because you are already using a sync tool, there is minimal prep than can be done before the cut-over. Here are a few things you can do before cut-over.

Pre-Cut Over

In ConnectWise Manage

For detailed documentation on the Mobius setup, see their setup guide.

• Create API Security Role
  • https://gozynta.freshdesk.com/support/solutions/articles/44001356425-how-do-you-configure-connectwise-manage-to-begin-mobius-connect-integration-
  • Name it "Gozynta Mobius"
• Create API Member
  • System, Members, API Members
  • Give it the name “Gozynta Mobius”, Select the “Gozynta Mobius” role you created earlier.
  • API Keys, + (add), Description “Gozynta Mobius”
  • Get the Public Key and Private Key (You will need to enter these values in the Mobius configuration, but for security it’s not recommended to save them. If you need to re-enter them in the future, you can easily re-create the API Key)
  • Copy API Public, Private key from Manage into Gozynta Mobius

In Gozynta Mobius

• Connect to ConnectWise Manage
  • In ConnectWise Manage, Create API Member
    • System, Members, API Members
    • Give it the name "Gozynta Mobius", Select the "Gozynta Mobius role you created earlier.
    • API Keys +(add), Description "Gozynta Mobius"
    • Get the Public Key and Private Key (You will need to enter these values in the Mobius configuration but for security it is not recommended to save them. If you need to re-enter them in the future you can easily re-create the API Key)
  • Copy API Public, Private key from Manage into Gozynta Mobius
• Connect to QuickBooks Online
  • Save & Close
  • Go back to set up QuickBooks Online,
    • Contacts...
    • Append Account Name (UNCHECK) (explanation)

Preventing Duplicated Customers/Vendors

I’ve found that this was typically not an issue for this migration, but please review this article and spot check a few before you begin bulk syncing. The good news is, if a name is duplicated, you can simply rename the old name to the new name in QBO and the data is merged in such a way as not to be a recurring problem.

Cut Over

As with any migration, we have to setup the Accounting Setup Table in CWM as well as CWM’s billing options and QBO’s Chart of Accounts. These settings can be critical for business management, but I would generally advise against making changes during the migration. Instead, get the migration working like it was before, and then once working seamlessly, start your other improvement projects.

Now it’s cutover time. Before you begin make sure you are ready to complete the entire process (which can take less than an hour). I find it helpful to begin this process right after any large batches or important invoice dates, so you have time for testing and dealing with any issues before you impact your business’ Accounts Receivable.

CWM - Setup Tables, Accounting Package

• Delete any record in Accounting Package Path tab (grab a screenshot if you like for backup)
• In Accounting Package tab,
  • Set Accounting Package to "other"
  • Uncheck Transfer Expenses as bill (see Mobius documentation about the difference)
  • Save and Close

Updating CWM's GL Account Mapping

• Gozynta Mobius can use account numbers from QBO. If you have those setup in QBO, you can update the GL Account for Revenue, COGS, and/or Inventory by simply updating the account number. Reminder that the account numbers is all you need - no need to include the parent account number.
• If not suing account numbers, make sure each Revenue, COGs, and/or Inventory account is using the nomenclature PARENT ACCOUNT NAME:SUBACCOUNT NAME. This may already be accurate from your previous sync tool
• If you make any updates to this table and have invoices that have been created but not yet synced, you will need to go to Accounting Interface…Invoices (or Expenses or Procurement)…Check All…and Update GL Entries
• If you have any Tax Agency issues, please see this Gozynta Help article

Testing

The basic areas of things to check are all in your QuickBooks Online lists. Types of things to check for:

• If you are using ConnectBooster or other payment portal, you may wish to disable automatic invoice syncing during this process.
• Run batches of several individual transactions in Mobius at first to check for mapping issues. Confirm that they come over the way you'd expect with no mapping errors.
• Duplication of List items - Vendors - common issue - Clients - common issue - Items - does not tend to be problematic - Billing Terms - does not tend to be problematic
  • Verify sales tax mapping
  • To retry a batched transaction:
    • Delete the batch in ConnectWise Manage (if changing GL Accounts table, don't forget to Open and Close the invoice to reset the GL Mapping)
    • Delete the created transaction in QuickBooks Online
    • Run a new batch

Cleaning Up

If you did any test syncing, these steaps will help you clean it up

• In QuickBooks Online
  • Delete any test invoices/bills
  • If any duplication in any lists occured, rename the old duplicate name to the new duplicated name.
• In ConnectWise Manage, for all test invoices/bills,
  • Unbatch,
  • Set invoice(s) to open (this can be done in bulk)
  • Delete Invoices
  • From invoicing screen drill into each test record and delete original record

Adding Automation

• In ConnectBooster
  • Reenable automatic synchronization for QuickBooks Online for it to continue functioning without you.
  • If you had it set before, reenable Automatic Invoice Sending on Creation.
• After going through a billing cycle without any issues, you can then turn on automatic syncing from Gozynta Mobius. (https://help.gozynta.com/support/solutions/articles/44001778465-autosync-module)[https://help.gozynta.com/support/solutions/articles/44001778465-autosync-module]

Need Help?

Are you stuck with this process? Did you know Gozynta Mobius offers an onboarding package? If you are interested in switching to Gozynta Mobius and you need some extra help, look no further, read more about our professional onboarding HERE. If you are ready to move forward, you can reach out to our support team HERE and they will get everything ready for you.