Moving from desktop MYOB (or any older accounting software) to a cloud system is mostly a planning job, not a technical one. Pick the platform that suits how your business works, clean up your data before it moves, map the other systems that feed your accounts, run the old and new systems side by side for at least one full BAS period, and rebuild your reports last. Done in that order, the move is predictable and your history comes across intact.
Plenty of businesses still run accounting files on one office machine or a shared network drive, with custom reports nobody remembers how to change. They still work, but they make remote work, connecting other software and seeing where the business stands harder than it needs to be.
Why businesses put off the move
The usual reasons for waiting are real, but each one has a practical answer.
- Fear of losing data. A careful migration checks balances at every step and keeps the old file available. Nobody responsible switches everything over in a single day.
- Custom reports. The reports you rely on can be rebuilt in the new system, or in a reporting tool like Power BI that reads from it.
- Staff who know the old system. People are comfortable with what they know. Training, a period of running both systems, and moving one area at a time make the change easier.
- Cost. Compare the full picture. A desktop system also carries the cost of its computer or server, backups, remote access and time spent on workarounds.
The migration path, step by step
- Choose the right platform. Xero is a common choice for small and mid-sized businesses. MYOB's cloud products are a natural step for existing MYOB users. Larger or more complex businesses, such as those with several entities, heavy inventory or manufacturing, may need something bigger like MYOB Advanced or NetSuite. Our Xero vs MYOB comparison covers the main differences.
- Clean your data before it moves. Old accounts in the chart of accounts, inactive customers and duplicate suppliers should be tidied up first. A migration is the best chance you will get to start clean.
- Decide how much history to bring. Some businesses bring every transaction; others bring opening balances plus a year or two of detail. The right answer depends on your reporting, your accountant's needs and what the new system can import cleanly.
- Map the other systems that connect to your accounts. Payroll, job management, inventory, the CRM, bank feeds. Work out what each one sends to the accounts and how, so the connections are ready on go-live day rather than rebuilt in a panic afterwards.
- Run both systems in parallel. Keep the old system running alongside the new one for at least one full BAS period. Reconcile both at month end until you are confident the new one is right.
- Rebuild reporting last. Get invoicing, bills, bank reconciliation and payroll running first, then rebuild management reports.
If you are moving specifically from MYOB to Xero, our MYOB to Xero migration page explains how we handle balances, history and payroll.
What usually goes wrong
Most migration problems come from rushing rather than from the software.
- Payroll left to the last minute. Year-to-date figures, leave balances and super details need to be right from the first pay run. Plan the switch around a pay period, ideally at the start of a financial year or quarter.
- Opening balances that don't match. If the trial balance in the new system doesn't match the old one on the cut-over date, everything after it is wrong. Check it line by line before anyone starts processing.
- Forgotten integrations. The job system or online store that quietly posted to the old file stops working on day one. List every connection before you start.
What you get at the end
Cloud accounting gives you bank feeds that arrive automatically, faster reconciliation, access from anywhere, payroll in the same system, and a large marketplace of add-on apps. Your accountant or bookkeeper sees the same live file without emailing backups or logging in remotely. Reports can update themselves instead of being compiled by hand.
The question is usually not whether to move, but when. It is far better to plan it on your own timetable than to be forced into it when the old system finally fails or stops being supported.
Frequently asked questions
How long does a move from desktop MYOB to the cloud take?
It depends on the size of your file, how much history you bring and how many systems connect to it. The parallel-running period of at least one BAS cycle is usually what sets the timeline, not the data transfer itself.
Can we keep our historical transactions?
Usually yes. You can bring full transaction history, or opening balances plus summarised history. Talk to your accountant about what they need for comparisons and year-end work before you decide.
Should we move to Xero or stay with MYOB?
Both are capable. The right choice depends on your industry, the add-ons you need, payroll, and how your accountant works. If you already like how MYOB works, moving to its cloud version is the smaller change.
If you are planning a move off desktop accounting software and want a second opinion on the approach, book a free initial chat.