Migration-readiness checklist
Prepare a clear path from your existing books.
Moving to AI bookkeeping starts with knowing your source records, required history and acceptance checks. Use this checklist to organize the transition conversation without assuming a migration scope.
Start with a confirmed migration scope
Confirm the current QuickBooks migration scope for your source system before planning a move. Check supported records, history, documents, validation and the cutover approach rather than assuming every item transfers.
Keep the existing operating records and authorized source access intact while you confirm the approach. Do not put sensitive account data into a public or shared working copy.
1. Identify the source and scope
- Record the source system, relevant edition or version, and company name in your own working copy.
- Name the business owner of the source records and the person allowed to authorize access.
- Separate the companies and periods under consideration; do not assume one scope covers all of them.
- Mark each requirement as essential for a move or a future-interest item.
Scroll horizontally to see all columns on smaller screens. Keyboard: focus the table and use the arrow keys.
| Record | Question to answer |
|---|---|
| Source and company | Which exact system and company hold the records? |
| Period and cutoff | Which historical periods and open items must be considered? |
| Access and ownership | Who can provide authorized access and approve the scope? |
2. List the data classes that matter
Illustrative inventory entry: customer invoices; open and historical records required; associated PDFs matter; source owner and reviewer to be assigned internally. This is an example of a requirement, not a supported import mapping.
- Inventory customer records and any identifiers needed to distinguish duplicates.
- List invoices, signed adjustments, open receivables, and associated documents that would need review.
- Identify historical versus open records and any relationships that must remain understandable.
- Record export or source-access constraints without assuming they match an importer.
3. Define how records would be checked
Matching a total alone is not proof that every record or relationship is correct. A migration evaluation needs both summary checks and representative record-level checks appropriate to its actual scope.
- Specify how source and destination record counts would be compared for the confirmed migration scope.
- Identify totals, adjustment signs, document relationships, and company boundaries that need reconciliation.
- Select representative normal records and known exceptions for human review.
- Define what evidence the reviewer would need before accepting each data class.
4. Assign reviewers and exceptions
- Name a reviewer for every essential data class.
- Keep unresolved exceptions separate from accepted results.
- Record any specialist advice needed for accounting, tax, or legal treatment.
Scroll horizontally to see all columns on smaller screens. Keyboard: focus the table and use the arrow keys.
| Field | What to capture |
|---|---|
| Data class | The group of records being reviewed. |
| Review owner | The person responsible for accepting or rejecting the result. |
| Known exception | A duplicate, unusual adjustment, missing document, or other condition to investigate. |
| Evidence required | The source record, document, or reconciliation that would resolve the question. |
| Disposition | Accept, investigate, or exclude, with a reason and decision owner. |
5. Define the fallback before a move
- Name the existing system or process that remains the operating reference if scope is not supported.
- Specify what would stop the proposed move: missing coverage, failed validation, or unresolved ownership.
- Identify who may authorize a retry or revised scope.
- Require a separately evidenced recovery approach before any production change; this checklist does not supply rollback tooling.
6. Review the readiness note
A completed checklist means your questions are organized. It does not establish migration readiness for Arcaiva, predict time or cost, guarantee completeness, or authorize a production move.
- Can each essential requirement be tied to explicit supported scope rather than an assumption?
- Are source access, ownership, validation evidence, and exception handling clear?
- Is the fallback understood and still available?
- Are unresolved questions visible rather than recorded as completed work?