Group & Multi-Entity Xero Migration Services

Moving a group of companies to Xero is very different from migrating a single entity.

At Migrate My Accounts, we specialise in complex group and multi-entity Xero migrations, helping organisations move historical accounting data from legacy and ERP systems into Xero while restructuring, cleaning and reconciling the data along the way.

We have successfully delivered migrations involving 9, 16 and 33 entities, managing the process across multiple companies while helping finance teams continue operating throughout the transition.

Whether you are moving from Sage 200, Access Dimensions, Microsoft Dynamics 365 Business Central, Exchequer, Sage 50 or another accounting system, we can manage the migration from initial data extraction through to reconciliation and go-live.

How quickly can a group of companies migrate to Xero?

A multi-entity migration does not necessarily need to take many months.

Recent projects delivered by our team include:

• 33 entities migrated from Sage 200 to Xero in less than 4 months
• 9 entities migrated to Xero in less than 3 weeks
• 16 entities migrated to Xero in approximately one month

These were not simply transaction imports.

The projects included different combinations of historical accounting data, Chart of Accounts restructuring, data cleansing, reporting changes, VAT requirements, reconciliation and post-migration support.

The exact timeframe for a group migration depends on the number of entities, transaction volumes, complexity of the source data and how much restructuring is required.

Where possible, we create a phased migration plan so entities can be migrated, checked and signed off progressively rather than waiting for the entire group to be completed.

What is involved in a multi-entity Xero migration?

Every group is different.

Before starting the migration, we review the existing accounting structure and understand how the organisation wants to operate and report within Xero.

Depending on the project, our migration work can include:

• Historical transaction migration
• Chart of Accounts restructuring and mapping
• Customer and supplier/contact restructuring
• Data cleansing before migration
• Cost centre and department conversion to Xero Tracking Categories
• Multi-currency and foreign exchange data
• Sales and purchase transactions
• Bank transactions
• Journals
• Aged Debtors and Creditors
• Transaction allocations
• VAT data
• Opening balances
• Supporting documents and attachments where available
• Reconciliation between the source system and Xero

We can also help restructure historical data where the existing setup no longer reflects how the business wants to report after moving to Xero.

Chart of Accounts restructuring

A system migration is often the ideal opportunity to review a group’s Chart of Accounts.

Rather than automatically recreating every legacy nominal code in Xero, we can work with your finance team to map and restructure the Chart of Accounts before the migration.

This can include:

• Consolidating duplicate or redundant nominal codes
• Creating a consistent Chart of Accounts across multiple entities
• Mapping old nominal codes into the new Xero structure
• Separating information that should instead be reported through Tracking Categories
• Reviewing customer and supplier structures
• Supporting new management reporting requirements

This means the organisation starts using Xero with a structure designed for how the business operates today, rather than simply recreating the limitations of the previous accounting system.

Data cleansing and restructuring

Historical accounting data is rarely perfect.

Legacy systems can contain years of dormant contacts, inconsistent coding, duplicate accounts, outdated departments and reporting structures that are no longer required.

As part of a complex Xero migration, we can help identify and restructure this information before it reaches the new system.

The objective isn’t simply to move the data.

It is to create a Xero organisation that is practical for the finance team to use after go-live while retaining the historical financial information required by the business.

VAT and month-end support

Migration day isn’t where our involvement has to end.

Moving accounting systems can affect established VAT, month-end and reporting processes, particularly where a finance team has used the previous system for many years.

We can provide support with:

• VAT reconciliation following migration
• The first VAT return prepared from Xero
• Month-end reconciliation
• Historical balance investigation
• Debtors and Creditors reconciliation
• Foreign exchange differences
• Reporting structure
• Importing additional data where required
• Xero training and post-migration questions

Our aim is not only to make the historical numbers reconcile, but to help the finance team become comfortable operating from Xero afterwards.

A phased approach to group Xero migrations

Migrating multiple companies at the same time requires careful planning.

Where appropriate, we normally recommend a phased approach.

1. Discovery and migration planning

We review the existing system, entities, financial years, transaction volumes, currencies, VAT requirements, Chart of Accounts, departments/cost centres and any restructuring requirements.

2. Agree the new Xero structure

Before processing the historical data, we agree how the Chart of Accounts, Tracking Categories, contacts and other key information should appear in Xero.

3. Pilot or first entity

For larger groups, it can be useful to complete one entity first.

This allows the migration process, mappings and reporting structure to be validated before applying the agreed methodology across the remaining companies.

4. Phased entity migrations

The remaining entities can then be migrated in an agreed order.

This may be based on size, operational priority, VAT deadlines, month-end requirements or dependencies within the group.

5. Reconciliation and validation

Each migration is reconciled against the source accounting system.

Depending on the migration, our reconciliation process can include Trial Balance, Debtors, Creditors, VAT and other relevant control balances.

6. Go-live and post-migration support

Once the data has been reviewed and approved, we support the finance team through the transition to Xero and help resolve migration-related questions after go-live.

Systems we migrate to Xero

Our team has experience migrating complex accounting data into Xero from systems including:

• Sage 200
• Sage 50
• Sage 300
• Sage Intacct
• Access Dimensions
• Access Financials
• Microsoft Dynamics NAV
• Microsoft Dynamics 365 Business Central
• Exchequer
• QuickBooks
• NetSuite
• SAP Business ByDesign
• Pegasus Opera
• Twinfield
• Xero to Xero

If your current accounting system isn’t listed, contact us. We regularly work with unusual and legacy accounting systems and can review the available data before confirming whether a detailed migration is possible.

Why use a specialist for a multi-entity Xero migration?

A complex accounting migration is not simply an import exercise.

The challenge is maintaining the integrity of the historical accounting data while adapting it to the way Xero works.

With a group migration, this becomes even more important because decisions around the Chart of Accounts, Tracking Categories, contacts, VAT and reporting may need to be consistent across many different entities.

We specialise specifically in accounting data migrations.

We understand the accounting behind the data as well as the technical migration process, allowing us to investigate discrepancies rather than simply importing whatever is available from the source system.

Group Xero Migration FAQs

Can you migrate multiple companies to Xero at the same time?

Yes. We specialise in multi-entity and group Xero migrations and can create a phased migration schedule based on the number and complexity of the entities involved.

How long does a multi-entity Xero migration take?

It depends on the number of entities, transaction volumes and complexity of the data.

As examples, we have previously migrated 16 entities in approximately one month, 9 entities in less than three weeks, and 33 entities in less than four months.

Can you restructure the Chart of Accounts during the migration?

Yes. We can map the existing Chart of Accounts into a new structure rather than simply recreating the legacy setup in Xero.

Can departments and cost centres be migrated to Xero?

Yes. Where appropriate, departments and cost centres can be mapped into Xero Tracking Categories. We review this during the migration planning stage because Xero’s tracking structure differs from many ERP and legacy accounting systems.

Can you migrate historical transactions rather than just opening balances?

Yes. Historical transactional migrations are one of our core services. The amount of history that can or should be transferred depends on the source system, transaction volumes and Xero’s practical limitations.

Can you migrate foreign currency transactions?

Yes. We regularly work with multi-currency migrations. Foreign exchange data requires additional consideration because different accounting systems calculate and store exchange rates and revaluations differently.

Do you reconcile the migration?

Yes. Reconciliation is a fundamental part of our migration process. We compare the migrated Xero data against the source accounting system and provide reconciliation information as part of the project.

Can you help with VAT after the migration?

Yes. We can help reconcile VAT data and support the finance team with the first VAT return following migration where required.

Can you migrate attachments and supporting documents?

This depends on the source accounting system and how the documents are stored. Where attachments can be extracted and appropriately matched to transactions, we can assess whether they can be included within the migration.

Planning a group migration to Xero?

Whether you have 3 companies or 30+ entities, the first step is understanding the existing data and what you want the new Xero environment to look like.

We can review your current accounting system, transaction volumes, historical requirements and reporting structure before recommending the most appropriate migration approach.

👉Speak to Migrate My Accounts about your group or multi-entity Xero migration.