What FileMaker Developers and Business Owners Need to Know
For many organizations, moving from QuickBooks Desktop to QuickBooks Online is no longer a question of if, but when. As Intuit continues investing in QuickBooks Online and phases out traditional Desktop releases, businesses that rely on FileMaker integrations should begin planning how this change will affect their existing solutions.
If you’re already using our FM Books Connector plug-in for your accounting integration, you may be wondering what changes you’ll need to make to your FileMaker solution to connect with QuickBooks Online.
The good news is that most FileMaker integrations do not need to be rebuilt from scratch. With the right planning you can usually update your existing integration rather than replacing it entirely.
Understanding Your Options
It’s important to understand how Intuit’s product lineup is changing and what those changes mean for your business.
QuickBooks Desktop 2024 is the final release for QuickBooks Desktop Pro or Premier and support for these versions will end in 2027. Intuit will continue offering QuickBooks Enterprise, giving you a Desktop option. However, if Enterprise isn’t the right fit for you, QuickBooks Online may be the next platform to consider.
If you’re currently using QuickBooks Desktop Pro or Premier, you can:
- Upgrade to QuickBooks Enterprise and continue using a desktop solution.
- Move to QuickBooks Online and take advantage of Intuit’s cloud platform.
Before making a decision, take time to compare the strengths of each QuickBooks platform and consider the features that are most important to you for your FileMaker accounting integration.
Updating Your FileMaker Integration to QuickBooks Online
If you decide to move from QuickBooks Desktop to QuickBooks Online and you’re already using our FM Books Connector plug-in for your accounting integration, you’ll need to update your FileMaker system to work with QuickBooks Online.
In addition to migrating your QuickBooks company file, you’ll need to change over to the FM Books Connector Online plug-in. While both plug-ins are designed to connect FileMaker with QuickBooks, they communicate with each QuickBooks platform differently. As a result, you’ll need to update the scripting within your FileMaker system to accommodate these differences, in addition to installing the new plug-in.
Fortunately, many of the accounting workflows you’ve already built into your FileMaker solution can be reused. Rather than rebuilding your integration from scratch, you’ll build on the work you’ve already done.
A successful migration begins with understanding the overall process before updating your scripts. Our video and Migration Guide provide a practical approach for updating your FileMaker file from FM Books Connector to FM Books Connector Online.
Key considerations include:
- Preparing your development environment.
- Updating the authorization process for QuickBooks Online.
- Converting existing FileMaker scripts.
- Replacing plug-in functions and updating field names with the QuickBooks Online equivalents.
While every solution is different, updating your FileMaker integration for QuickBooks Online typically takes about half the original development time.
Resources to Help You Migrate
Whether you’re updating the integration yourself or working with a FileMaker developer, Productive Computing offers several resources to help.
If you’re developing the integration yourself, we recommend:
- Free QuickBooks Online Integration Options course
- FM Books Connector Online (30-day trial and demo file)
- FM Books Connector Online Migration Guide
- Free Connect FileMaker to QuickBooks Online plug-in training course
- Core CRM Pro with built-in QuickBooks integration
If you’d prefer to have an experienced FileMaker development team handle the migration, our certified FileMaker developers can update your existing integration or help build a new QuickBooks Online solution.
Final Thoughts
Moving from QuickBooks Desktop to QuickBooks Online involves more than migrating your accounting data. It also requires updating how your FileMaker solution communicates with QuickBooks Online.
Fortunately, most existing FileMaker integrations don’t need to be rebuilt from scratch. With proper planning and the right resources, much of your existing solution can be reused, helping make the transition more straightforward than many developers expect.
Watch the videos above to learn more about your migration options and the recommended approach for updating your FileMaker integration.
Frequently Asked Questions
Do I have to move from QuickBooks Desktop to QuickBooks Online?
Not necessarily. If you’re using QuickBooks Desktop Pro or Premier, support for those products will eventually end. However, QuickBooks Enterprise remains available for businesses that want to continue using a desktop version of QuickBooks. Whether Enterprise or QuickBooks Online is the better choice depends on your business requirements, budget, and long-term plans.
Will I need to rebuild my FileMaker integration?
In many cases, no. If your FileMaker solution already exchanges customers, invoices, payments, and other accounting information with QuickBooks Desktop, much of the overall integration strategy can remain the same. Moving to QuickBooks Online typically involves updating the authorization process, plug-in functions, field names, and QuickBooks Online record IDs rather than redesigning the entire solution.
Can I simply install FM Books Connector Online and continue using my existing integration?
No. FM Books Connector Online is a separate product from FM Books Connector and requires its own license or trial. Installing the new plug-in is only part of the migration. Your FileMaker solution will also need to be updated to use the new authorization process, plug-in functions, field names, and QuickBooks Online record IDs.
Can I update my existing FileMaker scripts, or do I need to write new ones?
Most developers duplicate their existing QuickBooks Desktop scripts and convert them one at a time. This lets you reference your original implementation while updating the plug-in functions, field names, and data structures for QuickBooks Online.
How much work is involved in migrating a FileMaker integration?
Every solution is different, but as a general guideline, converting your system often takes about half the time it originally took to build it for QuickBooks Desktop. The actual effort depends on the complexity of your FileMaker solution and the QuickBooks features you use.
Should I migrate my existing QuickBooks company or start with a new one?
Both approaches are common. Some businesses migrate their existing QuickBooks Desktop company to preserve years of accounting history. Others create a new QuickBooks Online company, import only the necessary lists, establish opening balances, and keep the Desktop company for historical reference. Your accountant can help determine which approach best fits your business.
Can I build a direct QuickBooks Online integration without using a plug-in?
Yes. QuickBooks Online provides a modern REST API, allowing developers to build direct integrations using REST, OAuth, and JSON. Many developers choose FM Books Connector Online because it simplifies development and reduces the amount of time needed for implementation, while others prefer working directly with Intuit’s API.
Can Productive Computing help migrate my FileMaker integration?
Yes. Our certified FileMaker developers have helped many organizations update existing FileMaker integrations for QuickBooks Online. Whether you need assistance converting scripts, implementing a new integration, or reviewing your migration strategy, our team is ready to help.
Other products and services Productive Computing, Inc. offers:
- What can PCI do for you? – overview of our services
- Health Assessment – a comprehensive report of your FileMaker system
- Consulting and Development – services billed by the hour
- Maintenance and Support – services billed monthly
- Packaged Services – Security Audit, SSL or Server Installation
- Plug-ins – tools to integrate with QuickBooks, Outlook, Google, and more
- Solutions – free customizable and scalable CRM template
- Claris and FileMaker Licensing – discounts on new seats and renewals
- FileMaker and QuickBooks Hosting – host your files in the cloud
- Productive Computing University – online beginner to advanced training courses
- Certification Programs – expert-led training, hands-on development, and personalized evaluations
