How to switch accounting software
Moving your books is mostly about timing and getting clean opening balances. Here's the order that keeps it simple.
1. Pick a clean start date
The start of a month works; the start of a quarter or year is easier. Close the books in your old system up to that date first.
2. Export what you'll need
- Trial balance and balance sheet as of your switch date
- Chart of accounts
- Customer and vendor lists
- Open invoices and unpaid bills
- Full transaction history, saved for your records
3. Set up the new system
Recreate your chart of accounts, enter opening balances from your trial balance, then add open invoices and bills. Ask your new provider whether it offers an import tool or conversion help.
4. Connect your bank and reconcile
Connect bank feeds from the switch date and reconcile the first month carefully. If balances match your old system, you're done.
5. Keep read-only access to the old system
Don't cancel until you've saved reports and history you might need for taxes. Some providers offer a cheaper read-only option.
Have your accountant review your opening balances before you start entering new transactions.
Comparing options? See our accounting software comparison and plan finder.