Coming from QuickBooks, a spreadsheet, or another system? You don't need to re-enter your history. You just need your balances to be right on day one.
The idea: pick a start date
Choose the date Gracely becomes your source of truth. The first day of a month works best, like September 1 or January 1. Everything before that date stays in your old system. Everything after lives in Gracely.
Step 1: Find your real balances
For your start date, write down:
The balance of each bank account and cash box.
How much of that money belongs to each fund. For example: checking has $10,000, of which $7,000 is General and $3,000 is Building.
Your old system's fund report or your latest board report usually has these numbers.
Step 2: Create your accounts with opening balances
Go to Accounting → Accounts and click Add account.
Enter the name, choose Asset or Liability.
Set the opening date to your start date and the starting balance to the real balance on that day.
Repeat for every account, including loans or credit cards as liabilities.
Step 3: Set up your funds
Make sure every fund you track exists in Gracely. If you use Giving, they're already there.
Step 4: Check the numbers
Run the Balance Sheet and Fund Balance Summary for your start date. They should match your old system's numbers for that same day. If they match, you're done. If not, check the opening balances first. That's where the difference almost always hides.
Step 5: Start recording
From your start date forward, record all money in and out in Gracely only. Don't keep both systems going. Two sources of truth means zero sources of truth.
What about my old history?
Keep an export from your old system for your records. If you also want your giving history inside Gracely, use the Giving Import. And if you'd like help with the move, our migration is free — just start a chat.
Still need help? Start a chat with us.