Keep QuickBooks for the books. Move your client work to Workspace369.
Moving client work off QuickBooks?
Most teams move their client work from QuickBooks to Workspace369 in a few hours and keep QuickBooks for the books: export customers, services, invoices and expenses as CSV or Excel files, then bring them in with AI Import, checking every row before it saves. Cadet is $29 a month for one person; expense import starts on Specialist.
QuickBooks Online is accounting software, and a deep one: double-entry books, payroll, bank feeds, tax reporting and the accountant ecosystem most bookkeepers already know. It is not built to run client work. Proposals, contracts, a client portal, projects, texting and a shared inbox live in other tools. For many people the best setup is not a replacement at all: keep QuickBooks for the ledger and run the client side in Workspace369. There is no QuickBooks integration or sync, and no QuickBooks-specific importer. What Workspace369 does have is AI Import, which maps your own spreadsheet columns and shows what it will cost before it writes anything.
14-day free trial. Card required. After the trial: $74/month for Voyager. Renews automatically every month until you cancel. Cancel anytime in Settings → Billing.
Last updated October 25, 2026
Facts last verified from QuickBooks's public pages. QuickBooks is a trademark of its owner; Workspace369 isn't affiliated with or endorsed by it. Spot an error? Tell us at support@workspace369.com and we'll fix it.
The honest part first
What moves, what doesn't
There is no one-click import from QuickBooks, and no sync between the two. You export spreadsheets from QuickBooks and AI Import does the column mapping. Your ledger stays where your accountant works.Moves with you
- Customers, services, invoices and expenses. Export the lists you need from QuickBooks as spreadsheets, upload the CSV or Excel file and AI Import maps the columns to the right fields. You check every row before it saves. Expense import starts on Specialist.
- The cost, before you commit. The import shows how much of your monthly usage it needs before it starts, so nothing runs on a surprise bill.
You keep in QuickBooks or re-create
- The books themselves. Chart of accounts, journal history, bank reconciliation and tax filings stay in QuickBooks unless you and your accountant decide otherwise. Do not try to move a ledger mid-year.
- Payroll. Workspace369 does not run payroll. Keep your payroll product.
- Reports and files. AI Import doesn't bring these. Keep QuickBooks reports and PDFs as your records, and attach what you need to the client record by hand.
- Time entries. AI Import’s record types are clients, services, invoices, proposals and expenses, so time entries are not among them. Track time fresh in Workspace369.
- Links, cards and bank feeds. Old invoice links keep pointing at QuickBooks, saved payment methods cannot be moved between systems, and Workspace369 does not connect to bank feeds today.
Going the other way, Workspace369 reports can be exported as PDF or CSV for your bookkeeper (accounting reports are on Commander). No lock-in either way: the workspace owner can request a full data export from Workspace369 at any time.
Two different jobs
What each tool is built for
This is a comparison between accounting software and a client-work platform, so it is not like for like. Here is where each one is the better choice.Where Workspace369 is stronger
- Proposals, contracts and e-signature that clients review, accept and sign online, with a deposit on acceptance.
- A client portal for approvals, files, invoices and messages.
- Projects and tasks, with time tracking that bills straight into the invoice.
- A shared inbox, scheduling and automations, with texting, calling and voicemail from Voyager.
- AI across the workspace, drawing on your plan's monthly usage.
Where QuickBooks is stronger
- Full double-entry accounting with a long track record.
- Payroll as an add-on to the same books.
- Bank feeds and reconciliation.
- An accountant ecosystem. Most bookkeepers and tax preparers already know QuickBooks.
- Tax reporting your accountant can work from directly.
The cost math
QuickBooks plans by user count, against Workspace369 seats
QuickBooks’ pricing page showed Simple Start $38 (1 user), Essentials $85 (3 users), Plus $140 (5 users) and Advanced $340 (25 users) a month, each with a 50% off for 3 months promo label. It also listed a Free plan for one user. We use the full prices because the promo ends. Workspace369 plans include a set number of seats, with extra seats at $10 a month.Prices checked October 25, 2026 on QuickBooks’ own pricing page. Promo prices excluded. QuickBooks add-ons such as payroll are not included.
| Team size | QuickBooks Online, monthly (smallest plan that fits) | Workspace369, monthly |
|---|---|---|
| 1 person | $38 (Simple Start, 1 user); a Free plan for 1 user is also listed | $29 (Cadet, 1 seat) |
| 2 people | $85 (Essentials, up to 3 users) | $74 (Voyager, 2 seats) |
| 3 people | $85 (Essentials, up to 3 users) | $84 (Voyager $74 + 1 extra seat at $10) |
| 5 people | $140 (Plus, up to 5 users) | $104 (Voyager $74 + 3 extra seats at $10) |
| 8 people | $340 (Advanced, up to 25 users) | $134 (Voyager $74 + 6 extra seats at $10) |
| 10 people | $340 (Advanced, up to 25 users) | $149 (Specialist, 10 seats) |
This table is not an apples-to-apples price comparison: QuickBooks buys you the books, Workspace369 buys you the client-work tools. If you keep both, you pay both. For one person that is $38 for Simple Start plus $29 for Cadet, $67 a month. We list the user counts QuickBooks showed on its pricing page and have not priced extra QuickBooks users beyond them. Source: QuickBooks Online pricing, checked October 25, 2026.
On Workspace369, texting and calling start on Voyager ($74), online booking, payment plans, expenses, inventory and basic accounting start on Specialist ($149), and full accounting starts on Commander ($299).
Step by step
The setup checklist
Seven steps, in order. Steps 2 to 6 work whether you keep QuickBooks or leave it.Decide what stays in QuickBooks
For most people the answer is the ledger, payroll, bank feeds and tax reporting. Ask your accountant before moving anything, and change books only at a tax boundary.
Export what you want from QuickBooks
Export your customer list, products and services, and open invoices or expenses as spreadsheets, plus the reports you want to keep. Skip closed work; it stays in QuickBooks as your archive.
Start the trial and set up your services and prices
The 14-day trial is enough time to move. Add your services, packages and rates first so proposals and invoices take minutes afterwards.
Run AI Import for each record type
Upload a CSV or Excel file for clients, services, invoices, proposals or expenses (expenses from Specialist). AI Import maps your columns, you check every row before it saves, and the usage it needs is shown before you start.
Re-create your templates and projects
Rebuild the proposal and contract templates you actually use, then set up projects for live work. Most people rebuild a short list, not everything.
Add your team and connect Stripe
Seats are included in the plan, with extra seats at $10 a month from Voyager. Workspace369 payments run on Stripe: connect once and every invoice goes out with a payment link, with payment plans on Specialist and above.
Agree how your bookkeeper gets the numbers
There is no sync between the two, so agree a routine, such as handing over exported reports as CSV or PDF each month. Keep QuickBooks active until your accountant says the books can move.
Fair is fair
Stay on QuickBooks if…
- Your accountant works inside your QuickBooks file. Moving books mid-year costs their time. If they are happy where they are, keep it, and add Workspace369 for the client side only.
- You need payroll, bank feeds or tax reporting. QuickBooks has them. Workspace369 does not run payroll, does not connect to bank feeds today and does not file taxes. Its accounting module covers basic accounting from Specialist ($149) and full accounting from Commander ($299).
- You are solo and mostly need invoices and clean books. Simple Start at $38 a month does that job, and QuickBooks also lists a Free plan for one user. Nothing on this page changes that.
- You need a native Android app. Workspace369’s native app is for iPhone and iPad; there is no Android app.
Pick your plan
Five plans, priced by seats
Cadet through Commander start with a 14-day free trial. Pay annually and each plan drops by about 20%. Extra seats are $10 a month each from Voyager.| Plan | Monthly | Seats | Pick it if… | Trial |
|---|---|---|---|---|
| Cadet | $29 | 1 | You're solo and don't need texting yet. Email automations included (up to 3 active workflows). | Try Cadet |
| Voyager | $74 | 2 | You want to text and call clients — this is the entry point for SMS, calling and voicemail, with SMS steps in up to 10 active workflows. | Try Voyager |
| Specialist Recommended | $149 | 10 | You want IVR, call queues and call recording, payment plans, and up to 25 active workflows. | Try Specialist |
| Commander | $299 | 20 | You want unlimited workflows with AI drafting, plus full accounting. | Try Commander |
| Enterprise | $699 | 50 | You run several teams and need 50 seats in one plan. | Talk to sales |
Prices in USD. Full feature matrix on the pricing page.
FAQ
Switching questions, answered straight
What is the best QuickBooks Online alternative?
It depends on who keeps your books. If your accountant lives in QuickBooks, keep it for the books and move the client work (proposals, projects, a portal and invoices) into a client-work tool such as Workspace369, from $29/mo on Cadet, with texting from Voyager ($74/mo). To leave Intuit entirely, FreshBooks (Lite $23/mo) and Xero (Early $27/mo) are the usual full-accounting picks. Prices checked October 25, 2026; the QuickBooks alternatives page has the full comparison.
Does Workspace369 integrate with QuickBooks?
No. Workspace369 has no QuickBooks integration or sync, and it has no QuickBooks-specific importer. To get numbers to your bookkeeper, export reports as PDF or CSV (accounting reports are on Commander) and hand them over on a routine you agree with them.
Should I leave QuickBooks at all?
Often not. QuickBooks is the stronger tool for double-entry books, payroll, bank feeds, tax reporting and working with an accountant. Many people keep it for the ledger and run proposals, contracts, the client portal, projects, time tracking and client messaging in Workspace369.
Is QuickBooks cheaper than Workspace369?
For books alone, it can be: QuickBooks listed a Free plan for one user and Simple Start at $38 a month (1 user) when we checked on October 25, 2026. Workspace369 Cadet is $29 a month for one seat, and it covers client work, not the books, so running Simple Start and Cadet together is $67. For teams it is a different product, so it is not a like-for-like comparison. Essentials was $85 for up to 3 users, Plus $140 for up to 5 and Advanced $340 for up to 25, against Workspace369 Voyager at $74 for 2 seats plus $10 per extra seat, or Specialist at $149 for 10 seats. QuickBooks showed a 50% off for 3 months promo on each plan, which we exclude.
Does Workspace369 replace QuickBooks accounting?
Only partly, and it depends on your plan. Basic accounting starts on Specialist ($149 a month) and full accounting with financial reports starts on Commander ($299 a month). It does not run payroll, file taxes or connect to bank feeds today. If your accountant needs those, keep QuickBooks for the books.
How do I get my data out of QuickBooks?
Export lists and reports from QuickBooks as spreadsheets or PDFs, then upload CSV or Excel files to AI Import. We have not tested every QuickBooks export, so check the columns before you rely on them.
What does AI Import cost?
It draws on your plan’s monthly AI usage, and the usage it needs is shown before you start the import, so you can decide before anything runs. Email credits are separate.
Am I locked in to Workspace369?
No. The workspace owner can request a full export of the workspace data and can delete the workspace, with a 24-hour grace period to cancel the deletion.
Which plan do I need for time tracking?
Time tracking with timesheets and time-to-invoice is included on every plan, from Cadet ($29/month, 1 seat). Two-way SMS and calling start on Voyager ($74/month, 2 seats).
Keep exploring
Before you decide
Workspace369 vs QuickBooks
The feature-by-feature head-to-head, including seats, phone and accounting.
Read →QuickBooks alternatives
QuickBooks next to FreshBooks, Xero, Bonsai and Workspace369, with prices and the keep-QuickBooks path.
Read →Proposals and quoting
Proposals clients review, accept and sign online, with a deposit on acceptance.
Read →Client portal
What clients see: approvals, files, invoices and messages.
Read →Time tracking
Billable time that flows straight into the invoice.
Read →AI Import
How the CSV import maps columns and shows the cost first.
Read →Pricing
All five plans, the full feature matrix, and annual billing discounts.
Read →Ready to make the move?
Start the trial and run the checklist above. Keep QuickBooks for the books for as long as your accountant needs it.
14-day free trial. Card required. After the trial: $74/month for Voyager. Renews automatically every month until you cancel. Cancel anytime in Settings → Billing.