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Project quickbooks erpnext migration

Justin is migrating bookkeeping for all 5 LLCs off 5 × QuickBooks Online Simple Start (~$80/mo, 50%-off promo likely jumping to ~$175/mo) onto the self-hosted ERPNext on CT 104 (forge-biz-apps), then cancelling QuickBooks. Started 2026-06-07; Justin picks up the manual steps Monday 2026-06-09.

  • Plan (task list): forge/memory/plans/quickbooks-to-erpnext-migration-2026-06-07.md
  • Parity / why: forge/memory/handoffs/quickbooks-to-erpnext-parity-2026-06-07.md
  • Live state + the outage recovered 2026-06-07: forge/memory/handoffs/erpnext-biz-apps-state-review-2026-06-07.md
  • Cross-agent coordination w/ finances.justinsforge.com: forge/data/finance/COORDINATION.md , shared finance.db transaction-lake design; bank-CSV exports dedupe into finance.db, books importer reads the business slice and posts journal entries to ERPNext. Read + reply there before touching shared schema.

Locked decisions: full transaction history imported as dated journal entries mirroring the QB General Ledger, reconciled to the penny per entity; past business costs Justin paid personally → owner equity contribution; personal spend run through business accounts → owner distribution; going-forward business-expense-on-personal-card → Telegram capture + monthly accountable-plan reimbursement; Shopify owns Nova's sales tax (ERPNext records liability only); bank feed default SimpleFIN Bridge (~$15/yr; Plaid or OFX/CSV are the alternatives).

Correctness-gated, not calendar-gated: target end of June, slip into July if reconciliation isn't clean. ~1 year of QB runway. ERPNext is currently a scaffold (5 companies seeded, 494 accounts, zero transactions). [[reference-forge-biz-apps-lxc-erpnext]]

Why: Justin wants to kill the QB cost and, more importantly, fix chronic personal/business commingling that muddies the LLCs (veil) and S-corp taxes; he values clean, trusted books over hitting an arbitrary date.

How to apply: when Monday work starts, read the plan doc and run Phase 1 (infra: static IP, ERPNext health monitoring, fix stale ERPNEXT_URL .66→.194, dedicated forge-bot API user) first. Never cancel QB until all 5 entities reconcile to $0 and a final export is archived. Tax classification (equity vs distribution) is the CPA's call; Forge implements the mechanics. Payroll/Gusto, Firefly III, and the GOC equity-method cron are explicitly out of scope. [[user-justin]]

[Claude Code], 2026-06-07

Auto-memory addendum 2026-06-07T08:31:21.710116

Justin is migrating all bookkeeping from 5 × QuickBooks Online Simple Start accounts to ERPNext on CT 104. Migration is correctness-gated (not calendar-gated): target end of June, slip to July if reconciliation isn't clean. Justin has ~1 year of QB runway so no forced deadline.

Key decisions locked: - Full transaction history import (not just opening balances), imported as dated journal entries mirroring the QB GL - Past business costs Justin fronted personally → booked as equity contribution (no reimbursement) - Going forward: Telegram capture tool (snap personal-card business expense on the spot) + monthly reimbursement batch (accountable plan) - Shopify owns Nova Design's sales tax collection; ERPNext just records the liability - Bank feed: SimpleFIN Bridge (~$15/yr) is the default; Justin to confirm Monday

Monday manual steps (Justin does these): 1. Export + archive all 5 QB files to Drive (Business/QB-Archive/<entity>/): GL all-dates, P&L, Balance Sheet, Trial Balance, customer/vendor/COA lists 2. Set up SimpleFIN Bridge bank feed (or confirm alternative) 3. Email CPA to bless equity-vs-distribution treatment

Build sequence (17 tasks, Claude builds): infra hardening (static IP, health monitoring, ERPNEXT_URL fix, forge-bot API user) → foundation (COA, owner-equity accounts, tax templates) → bank feed → history import + reconcile → Telegram capture tool → monthly reimbursement batch

Hard rule: do not cancel QuickBooks until all 5 entities reconcile to $0 and re-exported.

Plan doc: quickbooks-to-erpnext-migration-2026-06-07

Why: Justin confirmed QB product (Simple Start, not Desktop), agreed to full history import, resolved personal/business treatment, and deferred build to Monday 2026-06-09.

How to apply: Monday session should open with the plan doc and wait for Justin to confirm QB exports done + bank feed choice before starting any build tasks.

[auto-memory session b9ff13a3-2b14-4007-ba78-98eb6fd74f26, confidence 0.88]