Reckon & QuickBooks to Xero Conversion

Reckon and QuickBooks to Xero data conversion

Moving the Numbers, Not Just the Software

Reckon Accounts started life as the Australian version of QuickBooks desktop, so both share the same habits: jobs nested under customers, classes, sub-accounts and their own GST codes. None of those map one-to-one to Xero, and that is where conversions go wrong.

We do the data side of the move (mapping, transforming, loading and reconciling) for businesses switching to Xero and for accounting firms converting clients. Every conversion ends with a line-by-line trial balance comparison showing zero variance. Coming from MYOB instead? See MYOB to Xero migration.

Do You Even Need Us?

Honest answer: not always. Standard conversion services work well for simple files. Here's how to tell which side you're on.

A standard conversion is probably fine if…

One company file with a tidy chart of accounts
No jobs, classes or locations you need to keep reporting on
Only opening balances and open invoices/bills needed
Payroll moving at 1 July, or not moving at all

You'll want custom conversion if…

Customer:Job lists used for job costing
Classes and locations that need to become Xero tracking
Several company files, or intercompany balances
Payroll switching mid-year
Prior-year comparatives or history needed in Xero
A damaged, very old or heavily customised file
Your accountant needs a sign-off pack, not just “it balances”

What Needs Mapping on the Way to Xero

These are the parts of a Reckon or QuickBooks file that don't carry straight across.

Customer:Job hierarchies

Reckon Accounts and desktop-style QuickBooks files keep jobs underneath customers. Xero contacts are flat, so jobs become tracking options, Xero Projects or an invoice reference, decided before conversion.

Classes and locations

Xero allows two active tracking categories. If you use classes, locations and jobs, they can’t all come across as-is, so we work out with you which reporting matters most.

Sub-accounts

Xero has no sub-accounts. Parent and sub-account structures are rebuilt with account codes and custom report layouts so your reports still group the way you expect.

GST tax codes

Codes such as GST, FRE, NCG, CAG and N-T are mapped to Xero tax rates and checked against your last BAS, so the first BAS from Xero lines up.

Items and inventory

Item lists come across as Xero items. Where you track stock, quantities and average cost at the conversion date are checked against the inventory valuation report.

Payroll

Employees, pay items, leave balances and super details all come across. Moving at 1 July is simplest; a mid-year move needs year-to-date figures set up so end-of-year Single Touch Payroll finalisation is right.

How a Conversion Runs

The same process every time, so you and your accountant know what you're signing off.

1

Look at the file first

We check the version, the chart of accounts, how jobs, classes and locations are used, and whether everything exports cleanly. Then you get a fixed quote and a recommended conversion date.

2

Agree the mapping

Accounts, tax codes, jobs, classes and locations are mapped to their Xero equivalents in a mapping workbook that you (or your accountant) approve before anything is loaded.

3

Transform and build the import files

The transformation is scripted rather than re-keyed, so if figures change after a late adjustment it can be re-run quickly. You get the import files to review.

4

Load balances and open items

Conversion balances go in, and open invoices and bills are loaded individually so the aged receivables and payables agree to the control accounts.

5

Reconcile and sign off

The Xero trial balance is compared line by line with Reckon or QuickBooks until the variance is zero, and the reconciliation pack is handed over for sign-off.

Reckon & QuickBooks to Xero FAQs

Often, yes. Automated conversion services handle straightforward Reckon and QuickBooks files well: one company file, a tidy chart of accounts, and only opening balances plus open invoices and bills to bring across. Custom work makes sense when jobs, classes or locations need to be rebuilt as Xero tracking, there are several company files, payroll is moving mid-year, you need history in a particular shape, or your accountant needs a reconciliation pack to sign off.

Reckon Accounts (desktop and Hosted), Reckon One and QuickBooks Online. Older desktop files can usually be converted too, as long as the reports and lists can be exported. If a file is damaged or very old, we look at it first and tell you what can be recovered before quoting.

Xero contacts are flat and Xero allows two active tracking categories, so Customer:Job lists, classes and locations have to be mapped deliberately. Depending on how you use them, jobs become tracking options, Xero Projects or an invoice reference. We agree the mapping with you before anything is loaded.

Each Reckon or QuickBooks tax code (for example GST, FRE, NCG, CAG and N-T) is mapped to the matching Xero tax rate, such as GST on Income, GST Free Income, GST on Expenses, GST on Capital or BAS Excluded. We check the mapping against your last lodged BAS so the first BAS out of Xero lines up.

The start of a financial year (1 July) is cleanest: only balance sheet balances come across, payroll year-to-date resets and there is no split BAS period. The start of a BAS quarter is the next best option. Xero conversion dates are the first day of a month, so balances are taken as at the last day of the month before.

Yes. Send us the spec or your own mapping template, we do the data transformation, and we hand back import files and a reconciliation pack for your review before anything goes into the client’s Xero file. We are happy to work behind your practice rather than in front of your client.

It depends on the size and state of the file, how many entities there are and how much history is needed. We look at the file, then give you a fixed quote. The first conversation is a free initial chat.

Other systems or moving up from Xero? See accounting data migration.

Moving Off Reckon or QuickBooks?

Tell us what you're running and roughly how big the file is. We'll tell you whether a standard conversion will do, and if not, what the job involves and what it costs.

Free initial chat. No sales pressure - if we're not the right fit, we'll say so.

Prefer to talk? Call 1300 470 091

Got a spec or files? Email [email protected]

Reckon & QuickBooks to Xero