Appendix G: QuickBooks POS Migration Guide

For Retailers Displaced by QB POS V19 Discontinuation

You’re Not Alone: On October 3, 2023, Intuit discontinued QuickBooks Point of Sale V19 after 20+ years, leaving approximately 1,438 businesses scrambling for alternatives. This guide is for you.

What Happened to QuickBooks POS?

Timeline of Events

What Stopped Working

• QuickBooks Point of Sale Payments (merchant processing)
• Gift Card Service (Givex integration)
• Security updates and patches
• Technical support
• Future compatibility guarantees

What Still Works (For Now)

• Local sales transactions (cash only or external card processing)
• Inventory management (locally)
• Reports (historical data access)
• QuickBooks Desktop sync (until QB Desktop is also discontinued)

Why Consider Our POS Platform?

We Built What You Loved About QB POS

We Fixed What Frustrated You

Feature Comparison: QB POS V19 vs Our Platform

Core POS Operations

Inventory Management

Customer Management

Employee Management

Multi-Store

Integration

Technical

Migration Path

Phase 1: Data Export from QB POS (Do This Now)

While your QB POS is still working, export everything:

Export Inventory

QB POS Menu: File > Utilities > Export > Items

Export Format: CSV or Excel
Fields to include:
- Item Number (SKU)
- Item Name
- Description
- Department/Category
- Size, Color, Style (attributes)
- Cost
- Regular Price
- Vendor
- Reorder Point
- Quantity on Hand (per location)
- UPC/Barcode

Save as: qbpos_inventory_export_YYYYMMDD.csv

Export Customers

QB POS Menu: File > Utilities > Export > Customers

Export Format: CSV or Excel
Fields to include:
- Customer Name
- First Name, Last Name
- Company
- Address, City, State, ZIP
- Phone, Email
- Customer Type
- Account Balance
- Store Credit Balance
- Loyalty Points (if applicable)

Save as: qbpos_customers_export_YYYYMMDD.csv

Export Sales History (Optional but Recommended)

QB POS Menu: Reports > Sales > Sales History

Date Range: All time (or last 2-3 years)
Export to Excel

Save as: qbpos_sales_history_YYYYMMDD.xlsx

Export Vendors

QB POS Menu: File > Utilities > Export > Vendors

Export Format: CSV

Save as: qbpos_vendors_export_YYYYMMDD.csv

Phase 2: Hardware Assessment

Compatible Hardware (Keep Using)

Hardware That Won’t Work

Phase 3: Data Import to Our Platform

Import Inventory

# API endpoint for bulk import
POST /api/v1/items/bulk-import
Content-Type: application/json

{
  "source": "quickbooks_pos",
  "mappings": {
    "Item Number": "sku",
    "Item Name": "name",
    "Description": "description",
    "Department": "categoryName",
    "Cost": "cost",
    "Regular Price": "price",
    "Vendor": "vendorName",
    "Reorder Point": "reorderPoint",
    "UPC": "barcode"
  },
  "file": "base64_encoded_csv_content"
}

Import Customers

POST /api/v1/customers/bulk-import
Content-Type: application/json

{
  "source": "quickbooks_pos",
  "mappings": {
    "First Name": "firstName",
    "Last Name": "lastName",
    "Email": "email",
    "Phone": "phone",
    "Customer Type": "customerType",
    "Store Credit Balance": "storeCredit"
  },
  "file": "base64_encoded_csv_content"
}

Phase 4: Configuration

Set Up Locations

For each of your QB POS stores:
1. Create Location in our system
2. Map to Shopify location (if applicable)
3. Configure registers
4. Set up receipt templates

Configure Tax Rates

QB POS: Company > Preferences > Sales Tax
Export your tax rates and configure in:
Settings > Tax Configuration

Set Up Payment Methods

Configure your new payment processor:
- Stripe (recommended)
- Square
- Other integrated processor

Phase 5: Parallel Testing

Run both systems for 1-2 weeks:

1. Process sales in BOTH systems
2. Compare end-of-day reports
3. Verify inventory accuracy
4. Test all workflows (returns, layaways, etc.)
5. Train staff on new system

Phase 6: Go Live

1. Final inventory sync
2. Cut over payment processing
3. Retire QB POS
4. Keep QB POS data archived (read-only access)

Common Migration Questions

“What about my transaction history?”

Option A: Export reports to Excel for reference (recommended) Option B: Keep QB POS installed in read-only mode for historical lookups Option C: Professional data migration service can import historical transactions

“What about outstanding layaways?”

1. Export layaway report from QB POS
2. Create matching layaways in new system
3. Ensure deposit amounts match
4. Complete layaways in new system as customers return

“What about gift card balances?”

1. Export gift card report from QB POS
2. Import balances to new gift card system
3. Physical cards continue to work (barcode lookup)
4. Consider offering bonus for balance verification

“What about my employees’ time records?”

1. Export time entries from QB POS
2. Final payroll should be run from QB POS data
3. New time tracking starts fresh in new system
4. Keep QB POS records for tax/audit purposes

“Will my barcode scanners still work?”

Yes! USB barcode scanners work as keyboard input devices. They’ll work with any system.

“What about my receipt printer?”

Yes! Epson and Star printers use standard ESC/POS commands. We support them natively.

“Is there training available?”

• Video tutorials for each workflow
• In-app help (F1 key)
• Documentation at [your-docs-url]
• Migration support available

Cost Comparison

QuickBooks POS V19 (What You Were Paying)

Our Platform (Self-Hosted)

5-Year Total Cost of Ownership

What You’ll Gain (Beyond QB POS)

Real-Time Multi-Store Sync

QB POS "Store Exchange":
- Manual file export/import
- Hours of delay between syncs
- Conflict resolution nightmares

Our Platform:
- Instant database replication
- Changes visible immediately
- Automatic conflict resolution

Shopify Integration

QB POS:
- No e-commerce connection
- Manual order entry
- Inventory discrepancies

Our Platform:
- Shopify orders flow to POS
- Inventory syncs bidirectionally
- Unified customer view

RFID Inventory (Raptag)

QB POS:
- Manual barcode scanning
- Physical counts take days
- Easy to miss items

Our Platform + Raptag:
- Scan entire store in minutes
- Wave scanner over racks
- 99.9% accuracy

Modern Access

QB POS:
- Windows desktop only
- Must be at store
- No remote visibility

Our Platform:
- Any browser, any device
- Check sales from anywhere
- Real-time dashboards

Migration Checklist

Before Migration

• Export all inventory to CSV
• Export all customers to CSV
• Export sales history reports
• Export vendor list
• Document current tax rates
• List all active layaways
• List all gift card balances
• Inventory all hardware
• Back up QB POS data files
• Cancel Intuit Payments (if still active)
• Cancel Givex gift card service

During Migration

• Install our platform
• Import inventory data
• Import customer data
• Configure locations
• Set up registers
• Configure receipt templates
• Set up payment processing
• Configure tax rates
• Create employee accounts
• Test all hardware
• Run parallel testing (1-2 weeks)

After Migration

• Final inventory verification
• Migrate outstanding layaways
• Import gift card balances
• Train all staff
• Go live on new system
• Archive QB POS data (keep accessible)
• Decommission QB POS (don’t uninstall yet)
• 30-day review and optimization

Getting Help

Self-Service Resources

• Documentation: Blueprint Book
• Video Tutorials: Coming soon
• FAQ: This appendix + online knowledge base

Migration Support

For complex migrations (multiple stores, large inventories):

• Professional services available
• Custom data mapping
• On-site training

Community

• GitHub Issues for bug reports
• Community forum for questions
• Feature requests welcome

Final Thoughts

We understand your frustration. You chose QuickBooks POS, used it for years (maybe decades), invested in hardware and training, and then Intuit pulled the rug out with 7 months notice.

We’re building something different:

• Open architecture you can trust
• Modern technology that will last
• The features you loved, without the limitations
• Your data, your control

Welcome to your new POS home.

Appendix G - Version 1.0 For QuickBooks POS V19 users seeking a migration path Last updated: December 2025