Looking for QuickBooks Alternative

[Stoic Joker]

I have a client that is closing their business, but needs to keep the company's financials available for ~8 years for legal reasons. They are currently using QuickBooks, but since it is now a subscription only license, they'd like to avoid the ever increasing cost of said subscription going forward since it would only serve to maintain access to the data that they realistically may never need ... Unless something (legal requirement) happens.

So I'm hoping someone might know of a - cheap, economical, or free - QuickBooks alternative that can import/convert/access the QB files without requiring ongoing licensing/subscription costs.

Thank you,

Stoic Joker




P.S Yes, I know I'm doing another "Drive By" question...sorry! But life just ain't leaving me with much time to hangout places these days.

[paradisusvic]

So I'm hoping someone might know of a - cheap, economical, or free - QuickBooks alternative that can import/convert/access the QB files without requiring ongoing licensing/subscription costs

-Stoic Joker (October 18, 2024, 08:26 AM)

Hello & good day! You may want to check out the free and open source GnuCash program:

Website: https://gnucash.org/

They mention QuickBooks in their FAQ page: https://wiki.gnucash.org/wiki/FAQ#Quickbooks.C2.AE.3F

These are forked scripts from the original article: https://github.com/erikmack/qb-escape

Hope this helps,
Vic

[Stoic Joker]

Well poo...

At this time there is no way to import from Quickbooks, and there are no plans to add that functionality. The Quickbooks QBW data format is a proprietary, non-documented file format. So until someone documents the file format or donates a QBW file parser your best bet for importing your QB data into GnuCash would be to output your data in a CSV format and either import the CSV data directly or convert the CSV to QIF and use the QIF importer.

-GnuCash FAQ

So much for hoping I was wrong... Intuit really is Pure Rapacious Evil.


But that does at least leave me with an answer (in fairness, no is an answer), so thank you paradisusvic! I will recommend they use GnuCash for their personal/home stuff going forward. The business stuff will require a different approach.


Client has been in business for 30 years, so their QB db is quite large, and a bit involved. Numerous accounts, add-ons, payroll, and loads of accounting stuff I frankly don't even want to understand. So my advice to them at this point, since 'Plan A' was to throw tons of cash at the problem to maintain the licensing for a what if something happens scenario. Is to make 'Plan B' a basically free what if nothing happens solution. Because no access to the data going forward is necessary ... Unless something (gets audited) happens - So...

Let the license laps, and put the QB Company files in "cold storage"
If something happens, grab a new subscription, pop the thing back open and do whatever.
If nothing happens, wait X years and then delete the damn thing.


It ain't pretty, but it ain't thousands of dollars - wasted... - either.

[paradisusvic]

Glad it made you consider the free & open source alternative

Let the license laps, and put the QB Company files in "cold storage"

-Stoic Joker (October 18, 2024, 01:18 PM)

Here's a tip: Export your files to CSV before the license expires. This allows you to start converting them for use in GnuCash

(Having them in a non-proprietary format is a big advantage anyway!)

If something happens, grab a new subscription, pop the thing back open and do whatever.

-Stoic Joker (October 18, 2024, 01:18 PM)

"your best bet for importing your QB data into GnuCash would be to output your data in a CSV format and either import the CSV data directly or convert the CSV to QIF and use the QIF importer." --FAQ.

This method offers more flexibility and avoids relying on renewed subscriptions

[Stoic Joker]

"your best bet for importing your QB data into GnuCash would be to output your data in a CSV format and either import the CSV data directly or convert the CSV to QIF and use the QIF importer."

-paradisusvic (October 18, 2024, 01:58 PM)

If they were going to continue business operations, I would consider it. But the last time I tried dealing with the QB export, it was a complete fiasco and ended up basically wasting a weeks worth of labor. And that was doing a QB to QB conversion, because someone had enabled a one way db conversion feature that for business continuity had to be undone (very long story..).

The QB exports (either CVS or IIF) don't quite exactly export everything you actually need to rebuild the data set completely. So there will be gaps in the data that could potentially cause issues during an audit should there ever be one ... Which points to the heart of the matter. That being there is a very high probability that the data will never - like ever - be needed again.

So if there was a clean way of doing a direct conversion/import to new software, that would be great. But in fairness to the client, since Intuit has designed that to be impossible. If the labor cost of the migration is going to be close to or over the cost of a 1 year (or less) subscription, then I would - in good conscience - have to recommend going the subscription route. Because it will guarantee the data required will be intact, and only be an actual cost if something - that is reasonably unlikely - happens.

Now for their retired now, home checkbook stuff going forward, I will recommend GnuCash. But the business data is safer/cheaper to just let sit, and hope the dust doesn't need to be disturbed.

[paradisusvic]

Now for their retired now, home checkbook stuff going forward, I will recommend GnuCash. But the business data is safer/cheaper to just let sit, and hope the dust doesn't need to be disturbed.

-Stoic Joker (October 18, 2024, 03:16 PM)

Agreed. Transferring the business data to a secure, long-term storage solution seems like the most prudent approach. This will ensure that the data remains accessible and protected for any -hopefully unneeded- future reference.

[hornet]

I wonder if the QB files can be saved as QIF?

If so, you could always get an old copy of Quicken and load them up there.

I am long retired, but still use my old version of Quicken to keep track of things.

I use the 1998 version - it still works well......   and no subscription!

[40hz]

If it’s a matter of records retention I’d suggest printing out hardcopy of every report and storing the hardcopy plus multiple backups of the data files plus any ither relevant files somewhere safe. A safe deposit box or your attorney’s safe are good bets. That should satisfy any legal requirements. But I’d consult with a tax attorney just to be sure

[Carol Haynes]

Not used the subscription version of QuickBooks but the old version used to allow everything to be exported in CSV format. Is that no longer possible?

Alternatively just keep the Quick Book Files - an accountant should be able to read them if it becomes necessary or resubscribe and import them when necessary. Chances are no one will ever want to look at them.

[wraith808]

I don't know if it will help, but power BI has a Quickbooks connector that you can use to import the data and manipulate/report on it- you might be able to get something that will allow you to use for reporting for audit.

Also, can you export quickbooks to a format that would let you back it up, then if you do get audited, get a sub at the time and re-import it?

[Shades]

Not sure how useful this software could be with regards to QuickBook files, and if Power BI doesn't fit the budget: FlowHeater

Via adapters you can transfer data from one format to another. Comes in both a free version as well as a paid version.

[IainB]

I don't use it any more, but Microsoft Money Sunset Version might be worth a look, though It requires Internet Explorer to produce/view reports.
https://www.donation....msg382387#msg382387

Other alternative packages are mentioned at that link.

There is a useful product called New Views (mentioned at the link above).
It used to be very good, but I haven't used it in ages.

If you have Excel skills and understand accounting, then Excel could be used to make a very good accounting ledger.

Hope that helps or is of use.

[techidave]

I too am interested in this,  Our church needs to find a cheaper or free alternative software.