Conversion limitations: Xero USA

We are aiming to cover all the possible scenarios of your source accounting system when converting it to the new one. Nevertheless, different systems subtly vary in how they handle accounting and so, it is not always possible to convert everything and for all your accounting period. Hence it is important you take your time to understand the limitations of our service.

Learn more about conversion limitations for all systems.

Apart from the limitations listed in the article linked above, Xero also has the following ones: 


We do not support multi-currency conversions for Xero. All data will be converted into the home currency of the company. Learn more about converting from multi-currency here

Journal Merge 

Xero keeps a detailed journal history for all operations. Because of an overabundance of information on Customers/Suppliers level, we merge journals related to Credits, Prepayments and Overpayments to keep an accurate balance on all accounts. This means that older period reports might not represent the correct balance at that time even if all the current and outstanding balances are fine. 

Chart of Accounts  

Linked Account IDs: Having lots of linked Account IDs in your Xero Chart of Accounts may cause the conversion to fail.  

Renaming Account IDs: You may rename normal balance sheet accounts but renaming the system accounts (Retained Earnings, Accounts Receivable, Accounts Payable etc.) through the transaction history can cause issues such as suspense accounts showing up as Customers or Vendors in QuickBooks Online

For more information, please refer to QuickBooks Online Chart of Accounts

Categories and Options (Locations and Classes) 

Xero uses tracking categories and options instead of department codes or cost centres. These will become Locations and Classes in QuickBooks Online. In QuickBooks Online, it is only possible to allocate one Department/Location per transaction. For this reason, when 'locations and classes' is selected as an additional option, Dataswitcher can only support one Location per invoice or per bill. Hence, invoices and bills migrated over to QuickBooks Online will only show one Location. Classes, on the other hand, will be assigned per transaction line.

Learn more about locations and classes here.

AR (Accounts Receivable) and AP (Accounts Payable) Transactions 

Some accounts receivable and payables transactions might not be posted as expected due to the API differences between Xero and QuickBooks Online. During conversion, the pre and post-checks validation might show Xero contacts (Employees, archived contacts) as QuickBooks Online suspense contacts (zCustomers & zVendors). If this occurs, you might find balances in zCustomers or zSuppliers. But overall, the end result of the migration should be ok..

Inventory items 

The Dataswitcher conversion wizard supports Xero files with up to 1,000 inventory items. If you have more than this, then you can import or create them manually in QuickBooks Online once your conversion is complete. 

Dataswitcher will convert the following data related to inventory items: 

  • Name
  • Description
  • Cost
  • Sales price/rate

Fiscal Years

The Dataswitcher conversion wizard will only convert two fiscal years of Xero data by default. You can add more years for a fee. If you decide not to purchase additional fiscal years, then any transactions from the remaining years on file will be consolidated into an automatically calculated opening balance. 

Sales Tax 

Sales tax values: Sales tax is converted as a line item. This increases the accuracy of your conversion but does require a one-time check as outlined in our post-conversion steps for QuickBooks Online.  

Customer sales tax defaults: Sales Tax items are converted to QuickBooks Online, but we are unable to convert any default sales tax codes assigned to customers in Xero. 

Transactions posted to Xero after your data file is submitted 

Dataswitcher can only convert transactions that are included in the Xero file that you send to them Dataswitcher conversion wizard. After successfully connecting your Xero file for the conversion, you should not enter any new transactions in Xero as they will not be converted. 

Transactions posted to QuickBooks after your data file is submitted 

Transactions posted to QuickBooks Online after initiating the conversion through the Dataswitcher conversion wizard will likely be deleted and can even cause the conversion to fail. Therefore, you should not use QuickBooks Online until you are notified by email that your conversion is completed and available for review. 

Xero data that will not be converted 

The following data types cannot be converted: 

  • Budgets
  • Memorized transactions
  • Invoice template and other templates
  • Jobs that are not attached to transactions
  • File Attachments
  • Draft or Unposted Journals
  • Closed or partially closed estimates and purchase orders
  • Deleted transactions
  • Bank reconciliation history
  • Fixed Assets
  • Payroll Information, if any (employee details, pay calendars, tax information and pension, etc.)
  • Project Details, if any (quotes and estimates, tasks and expenses, profitability, etc.)

Did you find it helpful? Yes No

Send feedback
Sorry we couldn't be helpful. Help us improve this article with your feedback.