How to switch accounting software

Switching accounting tools sounds scary, but a clean process makes it painless.

1. Pick your new tool. Choose the software you are moving to and set up your account.
2. Choose a clean cut-off date. The start of a new month, quarter or year works best.
3. Back up and export old data. Export reports, customers, and transactions from the old system.
4. Import or enter opening balances. Bring in balances so your books continue seamlessly.
5. Reconcile and run in parallel. Run both systems for a month to confirm everything matches.

When and how to switch

The cleanest time to move is the start of a financial year or quarter, so your books have a clean cut-over. Before you start, tell your accountant — they may prefer a specific tool or help with the move — and take a full backup or export from your current software.

The migration steps

1. Export your data (chart of accounts, contacts, invoices, transactions) from the old tool.
2. Set up the new tool and import that data, or use its built-in migration helper.
3. Reconcile the opening balances so the new system matches the old one exactly.
4. Connect your bank feeds and recreate any recurring invoices or bills.
5. Run both tools in parallel for one period to confirm they match, then switch off the old one.

Avoid these pitfalls

Do not switch mid-reporting-period if you can help it, do not delete the old account until you have verified a full period, and keep the old records for tax purposes even after you move. Export a full copy of your data before you cancel.

FAQ

Will I lose data when I switch?

Not if you export first. Move your contacts, chart of accounts and transaction history, then reconcile opening balances so nothing is lost.

How long does switching take?

For a small business, a day or two of setup plus one parallel period to verify. Larger or more complex books take longer — involve your accountant.