Comprehensive Zoho Books Implementation & Migration

Project Title

Zoho Books Implementation + Migration from QuickBooks Desktop & Online + Staff Training – UAE Company

Project Description

We are a UAE-based engineering and contracting company looking for an experienced Zoho Books implementation consultant to fully implement Zoho Books, migrate our existing accounting data, configure the system, and train our finance/accounting staff.

We have one Head Office and two branches under the same UAE company and same TRN.

Our existing accounting data is currently maintained in both QuickBooks Desktop and QuickBooks Online, and the selected consultant will be responsible for consolidating/migrating the required data into a properly configured Zoho Books environment.

Scope of Work

1. Zoho Books Setup & Configuration

Configure Zoho Books for our company, including:

Head Office and two branches/locations
UAE VAT and TRN configuration
Chart of Accounts
Multi-currency transactions
Customers and vendors
Products/services/items
Projects and project/job costing
Cost centres/reporting structure
Purchase Orders
Sales Orders
Quotations/Estimates
Customer invoices
Supplier bills
Expenses
Retentions, advances and accruals where applicable
Fixed assets
Bank accounts and bank reconciliation
User roles and permissions
Approval workflows
Transaction numbering by location/branch
Financial and management reports
Project profitability reporting

The consultant should review our existing accounting structure and recommend improvements rather than simply copying the existing QuickBooks setup.

2. Data Migration

Data must be migrated from:

QuickBooks Desktop
QuickBooks Online
Data relating to the Head Office and two branches

Migration should include, as applicable:

Chart of Accounts
Customers
Vendors
Items/products/services
Projects/jobs
Opening balances
Historical transactions as agreed
Customer invoices and receipts
Supplier bills and payments
Accounts Receivable
Accounts Payable
Credit notes
Journal entries
Bank transactions
Fixed assets
VAT-related information
Customer/supplier advances
Retentions
Other relevant accounting data

The consultant must perform proper data mapping, cleaning, validation and reconciliation.

After migration, Zoho Books must be reconciled against QuickBooks, including:

Trial Balance, Balance Sheet, Profit & Loss, Accounts Receivable Aging, Accounts Payable Aging, bank balances, VAT balances and other material control accounts.

We require the migrated balances to reconcile with the source accounting systems before final acceptance.

3. Workflow & Internal Control Setup

Assist us in establishing appropriate workflows for:

Purchase Request → Approval → Purchase Order → Receipt/Service Confirmation → Supplier Bill → Payment

and:

Quotation/Contract → Invoice → Collection

The consultant should also configure appropriate approval levels and user permissions for Finance, Procurement, Management and other relevant staff.

4. Project Accounting

We are an engineering/contracting company with multiple ongoing projects.

The system should be configured to allow management to monitor individual project performance, including:

Contract/Project Revenue → Material Costs → Subcontractor Costs → Labour → Equipment → Other Direct Costs → Gross Profit → Project Margin

Experience with construction, engineering, EPC, MEP, water/wastewater or project-based companies will be considered a major advantage.

5. Staff Training

The consultant must provide live online training to our staff after implementation.

Training should cover Finance/Accounting, Procurement/Purchase Orders, Projects/Project Costing, Accounts Payable, Accounts Receivable, Banking/Reconciliation, VAT and management reporting.

Training should be conducted using our actual configured Zoho Books environment, not only generic Zoho demonstrations.

Recorded training sessions and/or user instructions/SOPs are preferred.

Required Experience

Applicants should have:

Strong practical experience implementing Zoho Books
Proven QuickBooks Desktop → Zoho Books migration experience
Proven QuickBooks Online → Zoho Books migration experience
UAE VAT/accounting knowledge
Experience with multi-location/branch accounting
Experience with project/job costing
Experience configuring approval workflows
Strong accounting and reconciliation knowledge
Ability to provide remote staff training in English

Zoho certification/Zoho Partner status is preferred.

Important — Please Include With Your Proposal

Please answer the following questions:

How many Zoho Books implementations have you completed?
Have you personally migrated data from QuickBooks Desktop to Zoho Books? Please explain.
Have you migrated QuickBooks Online to Zoho Books?
Have you implemented Zoho Books for a construction, engineering, EPC or project-based company?
Do you have experience with UAE VAT and multi-location companies?
How would you migrate and consolidate data coming from different QuickBooks sources into one Zoho Books organization?
How will you verify that the migrated Trial Balance, A/R, A/P, VAT and bank balances are correct?
Will you provide live staff training?
Will you provide post-go-live support?
What is your estimated implementation duration?
Please provide examples/references for similar projects.

Please do not apply if your experience is limited to basic bookkeeping or simple CSV imports. We are looking for an experienced Zoho Books implementation and migration specialist.

Expected Deliverables

The project will be considered complete after:

Zoho Books is fully configured and operational
Head Office and both branches are correctly structured
QuickBooks Desktop and QuickBooks Online data are successfully migrated
Opening/historical balances are reconciled
VAT and accounting reports are verified
Projects and purchasing workflows are operational
Users and approval authorities are configured
Staff training is completed
Documentation/SOPs are provided
Post-go-live issues are resolved during an agreed support period

Project Type: Fixed Price preferred
Location: Remote
Company Location: UAE
Required Platform: Zoho Books
Source Systems: QuickBooks Desktop + QuickBooks Online