What does switching from QuickBooks to Xero involve?
A clean switch is a project with a start date, not a weekend export. These are the steps we follow:
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Pick a cutover date. January 1 is best for calendar-year companies. The start of a quarter is the next best.
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Decide how much history to bring. Most businesses bring opening balances plus summarized monthly history. Some convert full transaction detail. More detail takes more time and more review.
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Map your apps. List every integration, including payroll, payments, expense tools, your CRM and job management. Confirm each one connects to Xero before you commit.
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Set up the basics. Build the chart of accounts, tracking categories, invoice templates, bank feeds and approval rules.
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Close the old year in QuickBooks. Finish December, reconcile every account and give your tax accountant year-end reports from one system.
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Run your first close in Xero. Compare the results against prior months before you rely on the new reports. Our post on the month-end close process covers what a good close includes.
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Export what you need from QuickBooks. After you cancel, Intuit gives paid subscribers read-only access for one year. Export your reports and detail before that window closes.
We run these moves as an accounting system implementation, with a plan and a target date, rather than as a side task. If you are leaning toward Xero, our Xero advisors can map out the move with you.
Why is January 1 the best time to switch?
Because the whole year stays in one system. Your tax accountant gets one set of year-end reports. Your 1099 vendor totals come from one place. Your new budget is built in the system you will track it in. A mid-year switch splits all three across two systems.
To hit January 1, start planning in October or November. That leaves time to choose a history approach, test your integrations and set up the new file before December’s close.
What does this look like for a real business?
Here is an illustrative example, not a specific customer. A 30-person marketing agency runs on QuickBooks Plus. Seven people on the agency’s team need access, which is more than Plus allows. Moving up to Advanced costs $340 a month, or $4,080 a year at list price. Xero Established lists at $97 a month, or $1,164 a year. The list-price gap is $2,916 a year.
That number alone does not decide it. This agency also wants its job management and reporting tools connected to its books. It is also planning a chart of accounts cleanup before the new year. With three reasons lined up, a January 1 move makes sense. If price had been the only reason, staying put and revisiting at the next renewal would be a sound call.
Frequently asked questions
Is Xero cheaper than QuickBooks Online?
At list price, yes, for the plans most growing businesses use. As of October 2026, Xero Established lists at $97 a month. QuickBooks Plus lists at $140 and Advanced at $340. Promotions, accountant discounts and add-ons like payroll change the real number, so compare your actual bills.
Does Xero raise its prices as often as QuickBooks?
Yes. Both raised US list prices every year from 2021 through 2026. The QuickBooks increases were larger in dollars, especially on Plus and Advanced. In 2026, QuickBooks Plus and Advanced rose 22% and 24%, while Xero’s plans rose 7% to 8%.
Can I move my QuickBooks history into Xero?
Yes. Most businesses bring opening balances plus summarized monthly history. Conversion tools can bring more transaction detail, which takes more time and review. Export your QuickBooks reports so you keep a record of prior years either way.
What happens to my QuickBooks data after I cancel?
Intuit says paid subscribers keep read-only access to QuickBooks Online for one year after canceling. You can export data to Excel during that time. Export everything you need before that year is up.
Will Basis 365 make me switch to Xero?
No. We work in both systems. Xero is our preferred platform. We usually recommend it when a business is setting up a system for the first time. If your QuickBooks file works well, we keep you on it.
When is the best time to switch from QuickBooks to Xero?
January 1 is best for calendar-year businesses because the whole year stays in one system. The start of a quarter is the next best option. Plan the work in October or November to hit a January 1 cutover.
Not sure whether your accounting system is helping or slowing you down? Our free Financial Operations Assessment takes a few minutes and shows where your processes are solid and where they need work.
