Moving from Sage Pastel or QuickBooks to 4invoices
What to keep, what to re-enter and how to pick a cutover date when you start issuing invoices in 4invoices. This is guidance, not an import tool.
4invoices does not have an import tool for Sage Pastel, Sage Business Cloud, QuickBooks or Xero. It does not read their files and it does not connect to their systems. What it does is create invoices with the tax rate on each line, in any currency with an exchange rate, and download them as PDF, with a 6-month free trial and no card. If you switch, you start issuing new invoices in 4invoices from a cutover date and re-enter the customers you need. Your old system stays your record for past periods. SARS requires vendors to keep records for at least five years, so do not delete your old data. 4invoices does not do accounting, VAT returns or payroll, so keep your accounting package or accountant for those.
- There is no automatic import from Sage Pastel, QuickBooks or Xero.
- Keep your old system or exports for at least five years.
- Pick a cutover date, ideally the first day of a VAT period.
- 4invoices creates invoices and PDFs only; it does not replace your accounting package.
How it works
Decide what you need from the old system. Export or print your customer list, your open invoices and your item list from the old package so you have a reference.
Pick a cutover date. Many businesses start on the first day of a VAT period so all invoices in a period come from one place.
Set up your business details. Enter your company name, address and VAT number so they appear on your invoices.
Re-enter the customers and items you need. Add the customers you will invoice soon. There is no bulk import, so start with the active ones.
Keep the old records. Store the old data, statements and exports safely. They remain your records for past periods for at least five years.
Legal references
- Tax Administration Act 28 of 2011 - record-keeping obligations.
- Value-Added Tax Act 89 of 1991, section 55 - VAT records.
- SARS VAT 404 Guide for Vendors - vendors keep records for at least five years.
Frequently asked questions
Can I import my data from Sage Pastel or QuickBooks into 4invoices?
No. 4invoices has no import tool and no connection to Sage, QuickBooks or Xero. You would re-enter the customers and items you need.
Will I lose my old history?
Not if you keep it. Keep your old system, or exports and PDFs from it, for at least five years. 4invoices does not hold your old ledger.
Can I run 4invoices and my old package in parallel?
You can, but avoid issuing invoices from both in the same period. A single cutover date keeps invoice numbering and VAT reporting simple. Discuss it with your accountant.
Does 4invoices file my VAT201 or do my accounting?
No. It does not file returns, keep a ledger, run payroll or connect to SARS. It creates invoices and PDFs.