ChecklistJanuary 27, 20259 min read

Accounting Software Migration Checklist

Moving from QuickBooks to Xero? Upgrading from Desktop to Online? Use this comprehensive checklist to ensure a smooth accounting software migration.

Why Migration Planning Matters

Accounting software migrations often fail due to poor planning, not technical issues. Data gets lost, historical records become inaccessible, and reconciliation problems persist for months. A structured approach prevents these outcomes.

Data Loss Risk

Historical transactions, customer records, and reconciliation data can be lost without proper export procedures.

Timeline Delays

Unplanned issues extend migrations from days to weeks, disrupting normal operations.

Reconciliation Gaps

Mismatched balances between old and new systems create audit issues that persist indefinitely.

Complete Migration Checklist

1Pre-Migration Planning

Define migration timeline and cutover dateCritical

Inventory all data to migrate (accounts, transactions, customers, vendors)Critical

Identify historical data requirements (how many years)

Document current integrations and bank connectionsCritical

Notify team and schedule training time

2Data Export from Current System

Export chart of accounts with account typesCritical

Export customer list with contact details

Export vendor list with payment terms

Export open invoices and billsCritical

Export historical transactions (if required)

Export bank reconciliation statusCritical

3Historical Transaction Handling

Decide approach: Summary vs. detailed transactionsCritical

Process bank statements for missing historical data

Verify beginning balances match prior periodCritical

Document any adjustments made during migration

4New System Setup

Configure chart of accountsCritical

Set up bank account connectionsCritical

Configure tax settings and ratesCritical

Import customer and vendor lists

Set up user accounts and permissionsCritical

5Post-Migration Verification

Verify trial balance matches source systemCritical

Confirm bank balances reconcileCritical

Test transaction entry and reporting

Verify integrations function correctly

Run parallel systems for one period (optional)

Handling Historical Transaction Data

One of the biggest migration challenges is bringing historical transactions into the new system. You have three options:

Summary Balances Only

Enter opening balances as of the migration date. Prior period details stay in the old system for reference. Simplest approach, but limits historical reporting in the new system.

Fastest migration

Full Transaction Import

Export and import all historical transactions. Provides complete data in one system but requires careful data mapping and validation.

Complete historical access

Bank Statement Reconstruction

When old system exports are incomplete or unavailable, process original bank statements to rebuild transaction history. Extract data directly from source documents.

Works when exports fail

When Bank Statement Processing Helps

If your old accounting software has data corruption, export limitations, or incomplete records, Zera AI can reconstruct transaction history from original bank statements. Process years of statements in batches to rebuild complete financial records.

Common Migration Paths

QuickBooks Desktop → QuickBooks Online

Use built-in migration tool for basic data
Manual cleanup often required for complex files
Bank connections need re-establishment

QuickBooks → Xero

Use conversion tool or CSV exports
Chart of accounts mapping required
Import historical bank data if needed

Xero → QuickBooks

Export reports and transaction lists from Xero
Use QBO import for bank transactions
Reconcile opening balances carefully

Any System → Fresh Start

Process bank statements for all prior periods
Categorize transactions with AI categorization
Build clean data foundation from source documents

Post-Migration Verification Steps

Trial Balance Comparison

Run trial balance in both old and new systems as of the same date. Every account balance should match. Investigate any discrepancies before proceeding.

Bank Reconciliation Status

Verify that bank account balances in the new system match actual bank balances. Confirm that all cleared transactions are marked as such.

Open Item Verification

Confirm that open invoices and bills migrated correctly with proper dates, amounts, and aging. Test receiving payment on a migrated invoice.

Report Comparison

Run P&L and balance sheet reports for a prior period in both systems. Compare totals to ensure historical data migrated accurately.

"We were drowning in bank statements from two provinces and multiple revenue streams. Zera Books cut our month-end reconciliation from three days to about four hours. When we migrated to a new accounting system, we used it to rebuild two years of clean transaction history."

Manroop Gill

Co-Founder at Zoom Books

Comparison

QuickBooks vs Xero Bank Feeds Comparison

Comparing bank feed features between the two major platforms.

Guide

PDF to QBO Conversion Guide

How to convert bank statements to QuickBooks-compatible format.

FAQ

Batch Processing Bank Statements FAQ

Process years of statements at once for migration projects.

Pillar

Best PDF to Excel Converters

Compare top PDF to Excel conversion tools for accounting workflows.

Conversion

View Pricing

Unlimited conversions for $79/month - perfect for migration projects.

Migrating to New Accounting Software?

Process years of bank statements to rebuild clean historical data for your new system. Batch upload and AI categorization make migration data preparation fast.

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