• The Udexx free conversion service (in the automated platform only) moves your data from QuickBooks to Xero and sets up a Xero organization for you.

    Warning

    You can’t add your Quickbooks data to an existing Xero organization. You’ll need to create a new organization before you can upload your file to Xero.

There are a couple of ways to convert from QuickBooks to Xero. The method you use will depend on the QuickBooks version you’re converting, and where the business is based.
  • If you’re ready to start using Xero for your US business, use Xero’s free conversion and organization setup.
  • If your business is outside the US, or are converting from another QuickBooks version, Udexx will be able to assist you with a quote after a required client discovery work session.
To convert from QuickBooks to Xero yourself, add the name of your US business to Xero, then upload your QuickBooks file. We’ll convert the file’s data into Xero and set up your 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).

We can convert your QuickBooks file if it meets these criteria:
  • US editions of QuickBooks, version 2007 or newer.
  • QuickBooks files with one currency. Check that multi-currency in QuickBooks (Intuit website) 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, Udexx will provide you with a quote.

Now that you have checked we can convert your QuickBooks file, prepare your 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.
  • Ensure maximum of 699 accounts in the chart of accounts (including inactive accounts) – If the chart of accounts has more that 699 accounts, you’ll need to remove some. Do this by merging duplicate accounts and deleting inactive accounts. (Make sure you select the Include inactive checkbox in your chart of accounts to list active and inactive accounts.)
  • Turn on account numbers – Account numbers in QuickBooks convert to account codes in Xero. Xero requires account codes.

Consider these tasks also

  • Add account numbers to unnumbered accounts in your chart of accounts – If you leave any accounts unnumbered, we’ll assign them a number (based on the US GAAP numbering system).
  • Renumber sub-accounts – For example, if the master account is numbered 6000, renumber sub-accounts to 6000.10, 6000.20 and so on.

Save your file as QBB, QBW or QBXML format. Your file size must be less than 1GB.
If you’re 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 the Settings icon, select Export Data, then click Learn More.
  3. Click Download company data, then click Get Started.
  4. On the Prepare to export screen, complete steps 1 and 2, then click Continue.
  5. Select All financial data, then click Continue.
  6. When the download is ready, enter the name and email address for the notification, then click Close.
  7. When you receive a notification in Tasks on your dashboard, in the Tasks panel, click Take Action.
  8. Select I’m creating a local copy to keep on my computer and download your file to an external hard drive or flash drive.
If the file type isn’t showing as a QBXML file type, you need to rename the file and add .qbxml as the file extension.
If you’re using QuickBooks for Mac, convert the file to Windows. In QuickBooks, choose File, then Back up to QuickBooks for Windows.

Warning

You can’t add your Quickbooks data to an existing Xero organization. You’ll need to create a new organization before you can upload your file to Xero.

  1. Sign up for a Xero account.
  2. Add a new organization.
  3. Enter the name of your organization, then select the country where the organization pays taxes. Click Want to convert your QuickBooks data for free?.
  4.  Tick Yes, convert my QuickBooks data.
  5. Click Continue.
  6. Click Choose File, then navigate to and select the QuickBooks file saved to your computer.
    The QuickBooks file conversion screen and Choose file button.
  7. If the file has a password, enter the:
    • QuickBooks Administrator Username
    • QuickBooks Administrator Password
    We won’t be able to convert the file if you enter the username and password of someone who doesn’t hold the QuickBooks Administrator role.
    Intuit QuickBooks Learn & Support (Intuit website)
  8. Read the Terms of Use and select the checkbox to confirm this.
  9. Click Continue. Your QuickBooks file will now start uploading.
If an error displays during conversion or if you just want to keep an eye on progress, you can view progress and fix errors in a QuickBooks to Xero conversion.

Keep an eye on progress as you convert files for your company from QuickBooks to Xero while using Xero’s electronic conversion process. If there are any issues during conversion an error may display immediately, or while we convert the file and set up the organization.
  1. Click on the organization name, then select My Xero.
  2. Under Conversions, view the progress of your conversion.
  3. If a conversion error displays, click Fix errors for information about the error and which steps you need to take to fix it.
    A QuickBooks file to Xero conversion error.

After you have become the subscriber, review the converted data.
When you have completed your QuickBooks to Xero conversion, it’s important that you don’t change the Conversion Balances and Conversion Date.
Also avoid removing any converted transactions from your organization unless the Xero CX team asks you to do this. Changes to this data can cause discrepancies in future reporting and account balances.
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 from a bill
    Add a credit note from an invoice
  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