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Hero ACMA CGMA · CIMA chartered since 2013

QuickBooks Online to Xero · UK · Fixed price

QuickBooks to Xero migration,reconciled before you switch

In short

A QuickBooks Online to Xero migration for UK small businesses: the chart of accounts mapped to Xero codes, classes and locations turned into tracking categories, customers, suppliers, open invoices and bills, bank balances, the VAT position and history carried across, and the closing QuickBooks trial balance agreed to Xero's opening balance to the penny. From £995 fixed, one to five days, cut over at a VAT quarter end, arranged by form and email.

Xero's own conversion routes can bring QuickBooks data across for recent years. What they do not do is agree the result to your bank statements, your last VAT return and your asset register, or fix the coding that was wrong in QuickBooks. That is the part I do, and the reconciliation pack is what you keep.
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Stuart Wilson, ACMA CGMA
Stuart Wilson, ACMA CGMA Chartered Management Accountant · CIMA since 2013

QuickBooks Online to Xero: what maps to what

Checked against the two products' current UK editions, 19 October 2026.
In QuickBooks OnlineIn XeroWhat I do
Chart of accounts (account types and detail types)Chart of accounts with account codes and Xero account typesMap every account, retire unused ones, agree the codes with you before loading
Classes and locationsTracking categories (two allowed)Choose which two dimensions matter; fold the rest into account codes or contact groups
Customers and suppliers (separate lists)Contacts (one list, a contact can be both)Merge duplicates, keep payment terms and VAT numbers
VAT codes (standard, reduced, zero, exempt, reverse charge)Tax ratesMap each code; check the reverse-charge treatment on open items
Undeposited FundsNo equivalentClear to the bank account before cut-over so nothing sits in limbo
Products and services, stock quantitiesInventory itemsLoad items and opening stock quantities, agree the stock value to the balance sheet
Bank feeds, bank rulesBank feeds, bank rulesReconnect the feeds; rebuild the rules that were earning their keep
Attachments, recurring templates, custom reportsFiles, repeating invoices, report layoutsRebuilt in Xero; attachments kept in the export for the retention period
Payroll (QuickBooks Payroll)Xero Payroll or a separate payrollCarry year-to-date figures if moving mid tax year, or keep payroll where it is

The order of work

  1. Scope. Companies, currencies, classes, stock, payroll, and the VAT quarter end you want to cut over at. Fixed price in writing within one working day.
  2. Extract and clean. QuickBooks exports taken at the cut-over date; duplicate contacts and miscoded items corrected in the extract, not after loading.
  3. Build Xero. Chart of accounts, tax rates, tracking categories, contacts, items, bank accounts, then opening balances and open items.
  4. History and reconciliation. The agreed period of transactions loaded; trial balance, bank, debtors, creditors and VAT reconciled; the pack written.
  5. Go live. Bank feeds connected, Xero authorised with HMRC for Making Tax Digital, a recorded walkthrough of where everything is, and QuickBooks set to read-only or exported.

The general migration page covers Sage, FreeAgent and spreadsheets, and ERP finance data. If you want the Xero figures on a dashboard afterwards, see Xero to Power BI.

Questions people ask

How much does a QuickBooks to Xero migration cost?

From £995 fixed, excluding VAT, for one company in one currency with up to two years of history. The price is confirmed in writing after a short form about your QuickBooks set-up (classes, locations, currencies, stock).

What moves from QuickBooks Online to Xero?

Chart of accounts (mapped to Xero account codes), customers and suppliers as Xero contacts, open invoices and bills, bank and credit-card balances, the VAT position, fixed assets, and transaction history for the agreed period. Classes and locations become Xero tracking categories, of which Xero allows two.

What does not move automatically?

Bank rules, attachments on transactions, recurring transaction templates, user permissions and custom report layouts are rebuilt in Xero rather than imported. Undeposited Funds balances are cleared to the right bank account before cut-over.

When should we switch?

At the end of a VAT quarter, so the whole quarter's return comes from one system. Xero is connected to HMRC for Making Tax Digital before the first return it files. If QuickBooks runs your payroll, moving payroll in the same tax year means carrying the year-to-date figures across.

Can I keep access to QuickBooks afterwards?

Keep a full export or a read-only subscription for the retention period: HMRC expects records to be kept for six years from the end of the financial year they relate to. I give you the exports as part of the pack.

Get a fixed price for your business

Send your details in a five-minute form. I reply by email within one working day with the price and scope in writing. No call needed.

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