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Documentation Index

Fetch the complete documentation index at: https://docs.dualentry.com/llms.txt

Use this file to discover all available pages before exploring further.

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Migrating from QuickBooks or Xero

This guide walks you through moving your accounting from QuickBooks or Xero to DualEntry. The process takes most teams one to two weeks, depending on how much data you bring across.

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Prerequisites

Before you start, export the following from your current system. You will reference these exports throughout the migration process.
  • Chart of accounts - the full account list with names, types, and current balances. In QuickBooks, export from Reports → Account Listing. In Xero, export from Accounting → Chart of Accounts.
  • Customer list - names, billing addresses, and payment terms.
  • Vendor list - names, addresses, and default expense accounts.
  • Trial balance - as of the date you plan to cut over. This is your primary validation artifact.
  • Open AR/AP invoices - any unpaid invoices and bills you need to track going forward.
Save these exports as CSV files. Keep them accessible - you will reference them in every step below and again during the final validation.

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Step 1: Map your chart of accounts

QuickBooks and Xero identify accounts by name. DualEntry requires a numeric account code for every account. Before you create anything, plan your numbering scheme. A common convention is: 1000–1999 for assets, 2000–2999 for liabilities, 3000–3999 for equity, 4000–4999 for revenue, and 5000–9999 for expenses. Map each QuickBooks or Xero account to a DualEntry account number, name, and type. Record the mapping in a spreadsheet - you will use it during import and again during validation. While mapping, review your existing account list for cleanup opportunities. Identify inactive accounts you no longer use, accounts that can be merged, and any accounts that need new sub-types in DualEntry. Migrations are the best time to clean up chart-of-accounts sprawl.
If your QuickBooks or Xero account list is short, you may prefer to create accounts manually in DualEntry and use the opportunity to clean up unused accounts. If it is long, use the bulk import in Step 2.

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Step 2: Create accounts and master data in DualEntry

Use the bulk import tool to upload your chart of accounts CSV. Map columns to DualEntry fields (account number, name, type, sub-type) and import. The import screen shows a preview of your data before committing, so you can catch mapping errors early. Import your customer and vendor lists the same way. DualEntry’s bulk import accepts CSV files for customers, vendors, and items. After each import, validate the results by spot-checking a handful of records against your source exports - confirm names, addresses, and default accounts match. For the full walkthrough on chart of accounts structure and best practices, see Chart of Accounts.

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Step 3: Set a cutover date

Choose a clean cutover date - typically the first day of a fiscal period (for example, January 1 or July 1). After this date, all new transactions go into DualEntry. Before this date, your QuickBooks or Xero books remain the system of record. Communicate the cutover date to your entire finance team well in advance. Everyone needs to know which system to use for new transactions starting on that date. Create a brief internal checklist so that no one accidentally posts in the old system after cutover. Do not run both systems for day-to-day transactions longer than necessary. Entering the same transactions into two platforms is error-prone and doubles your team’s workload. Aim for a clean break on the cutover date.

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Step 4: Enter opening balances

Create a journal entry in DualEntry dated as of your cutover date. Debit and credit every balance-sheet account so the balances match your final QuickBooks or Xero trial balance. This single journal entry establishes DualEntry’s starting point. For the offsetting entry, use the retained earnings account. Revenue and expense accounts start at zero in DualEntry because you begin a fresh income statement from the cutover date forward. If you are cutting over mid-year, you may want to bring across year-to-date income statement balances as well - post them as a separate journal entry for clarity. If you have open AR or AP invoices, enter them as individual records in DualEntry so you can track collections and payments going forward. Use the bulk import tool for large volumes. For journal entry details, see Journal Entries.

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Step 5: Validate

Run a trial balance in DualEntry as of the cutover date and compare it line-by-line to your QuickBooks or Xero trial balance. Every account balance should tie exactly. Investigate and resolve any differences before you begin posting new transactions. Pay special attention to bank account balances, accounts receivable, accounts payable, and retained earnings - these are the accounts most likely to have discrepancies from rounding or missed entries. If you brought across open invoices, verify that the AR and AP aging reports in DualEntry match the corresponding reports from your prior system. Document the comparison results and keep them on file. This validation becomes part of your audit trail and demonstrates that the migration was complete and accurate.

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Step 6: Redirect integrations

After validation, point your external integrations to DualEntry. Disconnect each integration from QuickBooks or Xero first to avoid duplicate data flowing into both systems.
  • Bank feeds - disconnect from QuickBooks or Xero and connect in DualEntry under Integrations → Banking. Verify that the first batch of imported transactions matches the expected date range.
  • Payment processors - if you use Stripe or similar, configure the DualEntry integration so new charges flow to DualEntry.
  • Payroll - reconnect your payroll provider (for example, Gusto or ADP) to post journal entries into DualEntry. Run a test payroll cycle and confirm the journal entry posts correctly.

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Key differences from QuickBooks and Xero

DualEntry includes capabilities that QuickBooks and Xero do not offer. As you settle in, consider adopting these features to improve your reporting and controls.
  • Multi-entity - DualEntry supports multiple legal entities with intercompany eliminations and consolidated reporting. If you currently manage multiple QuickBooks files or Xero organizations, you can consolidate them under one DualEntry tenant. See Multi-Entity Consolidation.
  • Dimensional accounting - instead of tracking departments by class or tracking category, DualEntry lets you define flexible classifications (department, location, project, and more) and attach them to transaction lines. This gives you richer reporting without account-level complexity.
  • Approval workflows - configure multi-stage approval chains for bills, invoices, and journal entries with role-based and amount-based routing. See Approval Workflows.
Export historical reports from QuickBooks or Xero before you deactivate your subscription. Once you lose access, you cannot retrieve them.

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Common pitfalls

Avoid these mistakes that commonly trip up teams migrating from QuickBooks or Xero.
  • Forgetting open AR/AP. If you only bring across opening balances and skip open invoices, you lose visibility into outstanding collections and payments. Enter every unpaid invoice and bill as of the cutover date.
  • Not reconciling bank accounts post-cutover. Run a bank reconciliation in DualEntry within the first week to catch any transactions that fell between systems. This is especially important if your bank feed has a one- or two-day lag.
  • Losing historical reports. DualEntry starts fresh from your cutover date. Export P&L, balance sheet, and aging reports from QuickBooks or Xero before you cut over. Store them in a shared location your team can access after the old subscription ends.
Last modified on May 28, 2026