Transition to QuickBooks
Background
During 2021 AYSO adopted the Divvy Credit Card program. This program allowed AYSO to use their accounting platform Zipbooks for free. Since then, Bill.com acquired Divvy and Zipbooks and as an Intuit partner, does not plan to continue to support Zipbooks. Though no date has been announced, ASYO has made the decision to primitively move to QuickBooks to prevent any business interruption.
QuickBooks
QuickBooks Online (QBO) is the number one small business accounting platform. Additional, several AYSO Regions use QuickBooks and were able to attest to the functionality for AYSO operations. QuickBooks Online offers all of the functionality of Zipbooks, with a similar interface, and additional features NOT offered by Zipbooks like check printing.
Qvinci
Qvinci is a third-part platform that consolidates individual QuickBooks accounts for territory (Section and Area) and Organizational visibility and reporting. Qvinci is an authorized reseller and support center for QBO. AYSO has partnered with Qvinci to provide QBO licenses, training and support.
Transition Outline
There are eight migration Phases, starting November 7, 2022 through April 20, 2023. Many Regions have been assigned to Phases 1-4. Emails with Phase assignments will go out the first week of October. Regions who complete the transition to QuickBooks during one of the Phases will be eligible for Region Incentive (cash) Awards.
Phase Assignments
Phase Assignments may be changed with notice. Phases begin two weeks prior to the Phase Training Date. If you are assigned to a Phase that does not work for you, you may request to be reassigned by emailing Finance@AYSO.org
Not Assigned
If you have not received a Phase Assignment email by October 10, you may email Finance@AYSO.org to request your preferred Phase. Note, we can only accommodate 100 Regions per Phase, and so your first choice may not be available. Consider offering a second choice in your email request.
Missed Phase Assignment
If you do not change your Phase Assignment, your QuickBooks license will still be assigned to your Section, Area, Region and your 12 months of FREE QBO will begin even if you are unable to access the credentials. To prevent the clock from starting, you must change your Phase Assignment two weeks prior to the Phase Training Date.
Phase Training Dates
Region Incentive Awards
To incentivize our REGIONS** for each of the Phases during calendar 2022, Regions who have Completed Onboarding will be entered into the Phase drawing. The winner will receive a cash prize up to $1,250.
** Sections and Areas will not be eligible for the Incentive Awards
Completed Onboarding
Definition
These are the items required to be completed to be eligible for the Region Incentive Awards:
Regions New to QuickBooks
Two Weeks Before Phase Training Date
- Schedule Onboarding appointment for new QBO license with Qvinci
- Qvinci will send invitation with link to schedule
- Appointments are schedule for 15 minutes and generally last 7-10 minutes
- Call is to determine:
- Primary User (inputs transactions) and Accountant (reviews transactions)
- Zipbooks data migration, if any (transactions must be categorized and reconciled to be eligible)
- Obtain QBO login credentials
One Week Before Phase Training Date
- Complete QuickBooks for AYSO Overview - Online training in AYSOU. This is a prerequisite to attending the QuickBooks Live Training Event (Q&A)
- Register for QuickBooks Live Training Event in AYSOU for your Phase.
