Planning a migration from Gusto / QuickBooks

Step 1: Inventory the source records

Before moving anything, identify the client organizations, contractor identity/contact records, tax-document status, year-to-date payment records, and open exceptions you need to preserve. Keep the original system or export available for reconciliation.

Step 2: Create or confirm client organizations

Create client organizations through the current supported Kelvaro firm workflow. Verify the client identity and access relationship before adding contractor or payment information.

Do not assume a QuickBooks/Xero connection has created, linked, or synchronized a client organization unless that exact integration has been separately enabled and verified for your pilot.

Step 3: Use the supported contractor import path

If the current product exposes a CSV import for your pilot workspace, use the template and field validation shown in Kelvaro. Otherwise add contractor records through the normal client workflow. Review imported records before sending invitations or using them in payment operations.

Do not place full bank credentials, full tax IDs, passwords, API keys, or other sensitive credentials in CSV notes or support email.

Step 4: Re-establish readiness in Kelvaro

A migrated contractor record is not automatically payout-ready or filing-ready. Complete the current W-9/W-8 workflow as appropriate, review year-end readiness, and complete Stripe-hosted payout onboarding when the contractor will receive supported Kelvaro payments.

Step 5: Preserve historical payment records

Do not manufacture historical Kelvaro payouts to make the new workspace appear complete. Preserve the source-system ledger and use only an explicitly supported year-to-date or historical handoff/import workflow if one is enabled for your pilot.

The customer and its qualified adviser remain responsible for determining the complete filing population and reconciling pre-Kelvaro and Kelvaro-period records.

Migration verification checklist

• ☐Source client roster retained for reconciliation
• ☐Client organizations created or confirmed in the supported Kelvaro workflow
• ☐Contractor records reviewed after CSV/manual entry
• ☐Firm users assigned only to intended clients
• ☐Tax-document readiness reviewed
• ☐Stripe payout onboarding completed only where needed
• ☐Historical payment records retained outside Kelvaro unless a supported handoff is explicitly enabled
• ☐No native QBO/Xero/Gusto sync assumed without separate acceptance testing