Sole Trader to Co-operative Company Ltd?

Hi all

We’ve been using Quickfile for nearly four years and have a wealth of information in the database that we don’t want to lose. In the next month we’re becoming a Co-operative Company Limited By Shares - essentially a ltd company following worker co-operative codes.

Ideally we’d just like to change our company type on 15th May and continue as usual but from what I understand we have to set up a new quickfile account with a different email address and then have everything transferred over? Is that right or is there a simpler way of doing it?

Many thanks

Tom

Hi Tom,

As they would be two separate legal entities you would need to keep everything separate. However, we can copy clients and suppliers over for you - all we would need is your old and new account numbers.

Hope that helps!

Thanks Matthew,

Can we keep the current quickfile account we have open then? It’s useful to be able to check profit and loss, balance sheets in the past etc.

I assume also that all the customer and supplier spend / estimates etc would also be copied over?

Cheers

Tom

You can certainly keep your existing account open, it will eventually downsize to a smaller account.We base account size on a 12 month rolling sample. Up until that time if it’s “Large” or above it will require a Power User Subscription to keep active.

When we import client/supplier records, it won’t bring in any associated estimates or invoices, just the information relating to the client/supplier record, e.g. business name, contacts, address, Direct Debit authorisation etc.

Thanks Glenn, that’s really useful - we have a Power User Subscription at the moment but I assume if we are not using the existing account apart from referencing previous transactions etc, the Power User subscription will move over to the new account in 6 to 12 months?

Can we use the same email addresses when we set up the new account?

There was a suggestion in a previous quickfile question on this that we’d need to use different email addresses and then update them once the copying had been done?

Thanks again

Tom

You would need to change the admin email address on the old account before you could re-use it for the new one. Also if you’re using the “email my receipts” feature you’d have to remove all the relevant addresses from the old account before adding them to the new one, otherwise your receipts will end up in the wrong account’s receipt hub.

Thanks Ian - we don’t use the email my receipts feature so it sounds fairly straightforward. We can use a different admin email address and make sure everyone has access to it

Thanks very much again

Tom

There is the team management features so each user can have their own login. I would always strongly recommend not sharing logins/passwords etc for any reason anywhere ever.

Hi Matthew

I’m having trouble sending you the details of the accounts I want to transfer clients and suppliers from and to?

I just had the message below:

Your post was flagged as spam: the community feels it is an advertisement, something that is overly promotional in nature instead of being useful or relevant to the topic as expected.

Multiple community members flagged this post before it was hidden, so please consider how you might revise your post to reflect their feedback. You can edit your post after 10 minutes, and it will be automatically unhidden.

However, if the post is hidden by the community a second time, it will remain hidden until handled by staff – and there may be further action, including the possible suspension of your account.

We have just converted from sole trader to limited co-operative company and set up a new quickfile account. I am having real problems exporting and importing the client/supplier details and would really appreciate some help

Many thanks

Tom Harvey
Harvey Woods Carman Co-operative

Hi @tomharvey

If you’re able to supply me with your old and new QuickFile account numbers, I’ll arrange for your clients, contacts and suppliers to be copied over for you from our end

Hi Matthew

I sent this to you last week but it doesn’t seem to have got through to you?

Thanks

Tom

Hi Matthew

It’s taken a bit of time but we are expecting to have our new bank account in place next week and then we will start using our new quickfile account.

Could you copy all the client and supplier details over from

HARVEY WOODS CARMAN
Account: 6131412322

to

HARVEY WOODS CARMAN COOPERATIVE LTD
Account: 6131477727

Will we keep HARVEY WOODS CARMAN open as it will be useful to have access to old estimates and invoices etc but we expect the Power User Subscription will transfer over to HARVEY WOODS CARMAN COOPERATIVE LTD by the end of the year

Many thanks

Tom

Here you go

Thanks

Tom

HWC
Account: 6131412322

to

HWCC
Account: 6131477727

Hi @HWCC

As the original topic (which I’ve merged with this one) was started by one user account and replied to using another (but both being you), the forum flagged it as spam. My colleague has released your posts now and they’re showing above.

I’ve copied your suppliers and clients (including contacts) over for you to your new account.

Hopefully that’s all OK for you?