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What Is Xero to QuickBooks Conversion and Why Your Business Needs It for Accurate Financial Management

 

 

 

Migrating from one accounting platform to another is a strategic move that requires precision, planning, and attention to detail. If you’re transitioning from Xero to QuickBooks—whether it’s QuickBooks Desktop (Pro, Premier, Accountant, or Enterprise) or QuickBooks Online—you need a conversion process that ensures complete accuracy and data integrity.

Our Xero to QuickBooks Conversion service is designed to make this transition seamless and accurate, preserving all essential financial data and historical transactions. Here’s everything you need to know about how it works, what’s included, and what to expect.

What’s Included in the Xero to QuickBooks Conversion?

We provide a full conversion of your Xero data to QuickBooks, guaranteeing that key financial reports like the Trial Balance, Profit & Loss, and Balance Sheet will match exactly. Other detailed reports, including Aging Accounts Receivable and Accounts Payable, are also matched accurately.

Lists That Are Converted:

  • Chart of Accounts
  • Customer List
  • Jobs List
  • Vendor List
  • Employee List
  • Other Names
  • Items List (including Assembly Builds and Non-Inventory Items)
  • Item Sales Tax
  • Terms List
  • Tracking Categories (convertible to Classes upon request)

Transactions That Are Converted:

  • Invoices
  • Customer Payments
  • Credit Memos
  • Sales Receipts
  • Bills
  • Vendor Credits
  • Vendor Payments
  • Checks
  • Journal Entries
  • Item Receipts
  • Inventory Adjustments
  • Liability Adjustments
  • Paychecks (as Journal Entries)
  • Payroll Liability Checks
  • Sales Tax Payments
  • Transfers

Note: Most transactions are imported as Journal Entries, except for invoices. Data is extracted using the Xero API, which may result in multiple records per transaction due to system-level modifications in Xero. Invoices that are incompatible with QuickBooks are also imported as Journal Entries, and a post-conversion report of these exceptions can be provided on request.

Important Considerations During Conversion

  • Tracking Categories: These are not converted by default. If you want them transferred as Classes in QuickBooks, please request this before the conversion begins.
  • Unlinked Transactions in QuickBooks Online: Payments may not automatically link to their respective invoices. This may cause names with zero balances to still appear on A/R and A/P aging reports. We provide instructions to fix these issues manually after the conversion.
  • Payroll Transactions: Paychecks are transferred as regular checks. They won’t appear in payroll-specific reports or W2 calculations. You will need to manually update year-to-date employee payroll information in QuickBooks post-conversion.
  • QuickBooks Online Overwrite Warning: If you're migrating to QuickBooks Online, please ensure your QBO file is empty. The conversion will overwrite all existing data.

What Is Not Converted?

To keep the conversion focused on core accounting data, the following items are not included in the process:

  • Bill line item details
  • Custom invoice or report templates
  • Budgets
  • Location data
  • Bank reconciliation status
  • Memorized transactions
  • Non-posting transactions (e.g., Estimates, Sales Orders, Purchase Orders)
  • Payroll summary or history data
  • Multi-currency information
  • Applied customer/vendor credits
  • Attachments or files uploaded to Xero

These limitations are largely due to format and functionality differences between Xero and QuickBooks.

How the Xero to QuickBooks Conversion Works

We’ve simplified the conversion process into three key steps:

Step 1: Schedule Your Conversion
Contact us using our online form to schedule your migration. Indicate which version of QuickBooks you’re switching to.

Step 2: Provide Account Access
Grant Advisor access to your Xero account. If converting to QuickBooks Online, also send us an invite to your QBO account. We’ll then securely download and convert your data.

Step 3: Receive and Review Your Files
After the conversion is complete:

  • For QuickBooks Desktop: You will receive a download link for a backup file (.QBB) to restore in QuickBooks.
  • For QuickBooks Online: We upload the converted data directly into your QBO account.

We’ll also provide a post-conversion checklist to help you finalize setup, including tasks like linking payments and entering payroll YTD values.

Why Choose Our Xero to QuickBooks Conversion Service?

  • Accurate replication of financial reports
  • Full transfer of transaction history
  • Support for all versions of Xero and QuickBooks
  • Secure and efficient process
  • Post-conversion support and guidance

Migrating your financial data should never mean starting from scratch or risking data loss. With our professional Xero to QuickBooks conversion service, you can ensure a smooth transition that preserves the integrity and structure of your accounting records.

Get Started Today
Ready to make the switch from Xero to QuickBooks? Contact us to schedule your conversion and ensure a reliable, hassle-free migration.


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