Convert a client from QuickBooks to Xero

If you're a Xero partner, you can convert your QuickBooks clients to Xero for free using our electronic conversion process. Add the name of their United States business to your practice, then upload their QuickBooks file. We'll convert the file's data into Xero and set up your client's organization for you.

Conversion and organization setup typically happens in 3 hours, but may take up to a few business days (depending on how much data you're converting).

Check we can convert your QuickBooks file

  • US editions of QuickBooks, version 2007 or newer.
  • QuickBooks files with one currency. Check that multi-currency in QuickBooks has never been turned on.
  • Data for the current fiscal year, and the previous fiscal year if QuickBooks holds this data.

    You can convert data from earlier fiscal years, for a cost, using one of our app partners.

Prepare your client's QuickBooks accounts for conversion

Now that you have checked we can convert your client's QuickBooks file, prepare their QuickBooks accounts.

Necessary preparation

  • Tidy up QuickBooks data

    If you need to do accounting work to tidy up the file, do it before you convert to Xero.

    For example, make sure you have fully reconciled all bank accounts and applied open credits to the correct invoices or bills.

  • Turn on account numbers

    Account numbers in QuickBooks convert to account codes in Xero. Xero requires account codes.

Consider these tasks also

Save your QuickBooks file

Save your file as QBB, QBW or QBXML format.

  • If using QuickBooks Online, convert the file to a QBXML format
    1. Log in to QB Online Edition as the Administrator using Windows IE 10 (or newer).
    2. Click Company Name, then Export Data.
    3. On Export Overview, click Get Started.
    4. If you need to, install ActiveX Controls and click Continue.
    5. Select All Financial Data, then click Continue.
    6. Download your file. Select I’m creating a local copy to keep on my computer.
    7. Save your file with the QBXML file extension.
  • If using QuickBooks for Mac, convert the file to Windows. (In QuickBooks, choose File, then Back up to QuickBooks for Windows.)

Your file size must be less than 1GB.

Start new organization in Xero and upload QuickBooks file

  1. From the header, click the list icon Image showing the list icon, then select My Xero.
  2. Click New organization.
  3. Enter the name of your client's organization, then select the country in which the organization pays taxes. Under What's their current accounting system? select QuickBooks.
  4. Click Convert my file.
  5. Click Choose File, then navigate to and select the QuickBooks file saved to your computer.

    Image of QuickBooks file conversion screen and Choose file button.

  6. If the file has a password, enter your client's:

    • QuickBooks Administrator Username
    • QuickBooks Administrator Password

    We won't be able to convert the file if you enter the user name and password of someone who doesn't hold the QuickBooks Administrator role.

    Intuit QuickBooks Learn & Support (Intuit website)

  7. Read the Terms of Use and select the checkbox confirming this.
  8. Click Continue. Your QuickBooks file will now start uploading.

You can keep an eye on the progress of the file conversion. An error may display if you haven't prepared or saved the file correctly, or if the password for the file is wrong.

View progress and fix errors in a QuickBooks to Xero conversion

Take over subscription after conversion and organization set up

We'll send you an email after we've converted your client's file and set up their organization, and we'll ask you to become the subscriber. Log into your practice, accept the subscription transfer, and select or add a new billing account.

Set up your billing and payment details

Review converted data

After you have become the subscriber of your client's organization, review the converted data.

It's important that you don't change the conversion date.

Check bank, credit card and PayPal accounts are reconciled as they were in QuickBooks

Any transactions that you manually reconciled in QuickBooks will convert as unreconciled in Xero. Transactions missing information, such as the contact name, will also convert as unreconciled.

You will need to reconcile transactions in Xero that were reconciled in QuickBooks.

Check account balances in Xero match account balances in QuickBooks

We suggest you run a full trial balance in both Xero and QuickBooks for the end of the current month, and then compare the balances.

Find and fix unidentified invoices and bills

Sometimes converted invoices and bills lose details during conversion. When this happens, the invoices and bills display under the contact name 'No Contact' in Xero.

  1. In Xero, run the aged payables and aged receivables detail reports as at the end of the current month.

  2. If there are aged payables or aged receivables for 'No Contact', run the same aged report in QuickBooks to compare the data.

  3. Enter bills and invoices in Xero (so your aged payables and aged receivables reports in Xero match your QuickBooks reports).

    • Use the correct contact details.
    • Date your invoices and bills using the date before the conversion date.
    • Code your invoices and bills to a clearing account.
  4. Create matching credit notes for 'No Contact'. Code the credit notes to your clearing account to reverse the 'No Contact' balance.

    Add a credit note to a bill

    Add a credit note to a sales invoices

  5. Run the Balance Sheet to check the clearing account balance is zero.

You may also see invoices and bills that were paid in Quickbooks, but now show as awaiting payment in Xero. In this case, payments will need to be applied again, and reconciled.

Find unallocated credit notes in Xero that were cleared in QuickBooks

Cleared credit notes in QuickBooks may convert into awaiting payment credit notes in Xero.

If you do see this, find any awaiting payment credit notes and apply them to the matching invoice or bill, or apply a cash refund.

Find and apply unallocated credit notes to invoices

Find and apply unallocated credit notes to bills

Record a cash refund for customers or suppliers