How to Migrate Your Bookkeeping System to QuickBooks Online or Xero with Benji Pays

Benji Pays accounts are 1-to-1 with an accounting system or company file. To migrate to QuickBooks Online, you'll need to set up a second Benji Pays company account and link it to your new accounting system account.

Since this process isn't automated (as it's not a frequent occurrence), some manual work is required. However, it's straightforward and only needs to be done once!

Step 1: Connect Benji Pays to Your QuickBooks Online Company

• Log in to Benji Pays
• In the top-right corner, click on your company name and select "Connect to New Company"

• Choose your new accounting system. (QuickBooks Online or Xero)  and follow the connection steps. This will import all your customers and invoices into the new account. This will import all your customers and invoices from your new accounting system to your new Benji Pays account.
• Once connected, reach out to BenjiPays support so we can transfer your payment gateway credentials to your new BenjiPays account.
• If you encounter an error while setting up your email address and website please contact BenjiPays support.

Step 2: Set Up Your New Benji Pays Account

To streamline the setup process, consider logging into two separate browsers or using an incognito session—one for your old account and one for the new one.

Account Setup Checklist:

✅ Company Settings  

• Configure company details
• Invoice Skip Settings – Set up all payment terms and disable any that shouldn't process Auto Pay. Under Invoice Skip Setting under Settings >> Company Setting 
• Auto Processing Setting 
• Configure your DKIM
  

✅ Customer Portal Settings – 

• Customer Portal Name - Go to Settings → Customer Portal Settings and set a temporary name (we'll swap it with your old one later).
• Add your logo 
• based on your previous setup, configure your Portal and Pay Now link settings
• Customer Portal Settings – Configure customer access and preferences.

✅ Customer-Specific Settings – If needed, manually transfer any customer-specific configurations.

✅ Email Templates – If you have customized your email templates, copy them over, review the preview to ensure it copied over correctly. 

Step 3: Payment Profiles Setup

If you're using the same payment gateway(s), you can copy the information from your old BenjiPays gateway to the new one.

If you're switching to a new gateway, please refer to [this article] for step-by-step instructions specific to your payment provider.

Once everything is set up, please run a $1 test transaction to confirm that the configuration is correct. 

Step 4: Migrating Payment Profiles

Stripe and Clover: 

To add existing payment profiles to a customer’s profile, simply retrieve them from the Customers page in BenjiPays.

1. Go to Customers Profile  
2. Add new profile → Choose Existing Clover Payment Method 

Global Payments:

Elavon Converge:

1. Go to Settings → Upload Elavon Profiles
2. Follow the steps to export your card profiles from Elavon, generating a CSV file.
3. Upload the CSV file on the Upload Elavon Profiles page.
4. Go to Settings → Link Elavon Profiles to link the profiles to the correct customers.
   • If data inconsistencies arise, our support team can assist.

Bambora:

Since saved banking details cannot be imported automatically, you’ll need to manually create new profiles:

1. Log into your Bambora Gateway.
2. Navigate to Processing → Payment Profile.
3. Open each customer profile to view their bank account details.
4. Recreate the payment profiles in Benji Pays using these details.

Moneris:

This article will walk you through steps needed to transfer your tokens from Moneris. 

Global Payments:

Once migration is complete, you can bulk send payment profile link to customers to avoid manually setting them up.

Step 4: Schedule a Call With a Member of our Support Team 

During this call, we'll review your setup to ensure everything is configured exactly as you intended. We'll also complete a test transaction to verify that everything is working smoothly.

If you need assistance at any point, don't hesitate to reach out to our support team—we're here to help!