Managing financial data across multiple entities can quickly become a maze of spreadsheets, systems, and duplicated records. For CFOs, accountants, and finance teams handling group companies, keeping everything accurate and aligned is a constant challenge.
That’s where multi-entity Xero migration comes in. Migrating your group companies to Xero allows you to bring every entity under one cloud-based accounting system — giving you real-time control, consistent reporting, and a clear picture of overall business performance.
At Switch My Books, we specialize in helping complex organizations move to Xero with precision. Whether you manage several regional subsidiaries or an entire group of companies, our experts ensure your migration captures every account, transaction, and consolidation rule accurately.
By the end of this guide, you’ll understand exactly how multi-entity Xero migration works, what to watch out for, and how to make your transition as smooth and accurate as possible.
What Is Multi-Entity Xero Migration?
A multi-entity Xero migration is the process of transferring financial data from several companies or subsidiaries into individual Xero accounts — all structured for easy consolidation and group reporting.
Unlike a standard migration where you move one set of books from, say, QuickBooks or Sage to Xero, this type of migration involves multiple entities. Each may have different currencies, tax setups, or reporting structures, but all need to be aligned within a unified Xero environment.
In practice, that means:
- Setting up a separate Xero organization for each company or subsidiary
- Mapping each entity’s chart of accounts to a consistent structure
- Importing historical transactions, invoices, bills, and journals
- Enabling consolidated financial reporting across the group
This approach allows your finance team to view both individual company performance and combined group results at any time. Once the migration is complete, you can connect all entities through Xero’s consolidation tools or apps like Fathom, Joiin, or Spotlight Reporting to create accurate group-level insights.
For growing businesses or holding companies, multi-entity Xero migration is a smart way to move away from fragmented systems and gain total financial visibility in one place.
Common Scenarios That Require Group Migration
Not every business needs a multi-entity setup, but for many growing organizations, it’s essential. If your finance team juggles several company files or constantly consolidates reports manually, a multi-entity Xero migration can save hours of time every month.
Here are the most common situations where migrating group companies to Xero delivers real value:
- Parent companies with multiple subsidiaries – Each entity operates independently, but management wants consistent reporting across the group.
- International operations – You manage regional entities across different countries, currencies, and tax systems. Xero’s global compatibility makes it easy to manage everything under one platform.
- Mergers and acquisitions – When new businesses join your group, a structured multi-entity Xero migration keeps your accounting data standardized and easy to report on.
- Franchises and branch networks – Multiple stores or branches using separate systems can migrate to Xero for better oversight and control.
- Accounting and bookkeeping firms – Firms managing books for several related entities can consolidate client data efficiently within Xero.
In each case, the goal is the same — to consolidate companies in Xero without losing transactional accuracy or reporting flexibility. With Switch My Books, every entity’s migration is handled with precision, ensuring your group structure is ready for real-time consolidation and reporting from day one.
Key Benefits of Migrating Group Companies to Xero
Migrating group companies to Xero isn’t just about switching software. It’s about transforming how your entire organization manages data, reporting, and decision-making. When done right, a multi-entity Xero migration gives your finance team more accuracy, speed, and control than ever before.
Here are the biggest advantages:
- Unified Financial View
Manage each company separately while viewing consolidated reports across the group. With the right setup, you can easily consolidate companies in Xero to see total revenue, expenses, and profit at the group level. - Real-Time Group Reporting
Xero’s cloud platform and add-ons like Joiin or Fathom enable live, consolidated financial reporting — so management always has the latest numbers for quick decisions. - Consistent Chart of Accounts
Align every entity’s accounts and reporting categories, eliminating confusion and manual rework at month-end. - Faster Month-End Close
With centralized data and automated consolidations, your finance team spends less time reconciling and more time analyzing. - Scalable for Growth
As your group expands, Xero can easily handle new entities, currencies, and regions without complex setup. - Improved Accuracy and Compliance
Every migration handled by Switch My Books is verified for data integrity, ensuring your multi-entity Xero migration meets all audit and compliance requirements.
When you migrate group entities to Xero with expert support, you’re not just simplifying your systems — you’re setting the foundation for smarter, faster financial management across your entire organization.
Challenges in Multi-Entity Xero Migration
While the benefits are clear, a multi-entity Xero migration comes with its own set of challenges. Managing multiple company files, currencies, and reporting structures can be complex — especially if each entity has been using a different accounting platform or chart of accounts.
Here are the most common challenges businesses face when moving group companies to Xero, and how Switch My Books helps you overcome them:
- 1. Misaligned Chart of Accounts
Every company may use slightly different account names or codes. Our team standardizes these across all entities before migration so you can easily consolidate companies in Xero later on. - 2. Inconsistent Data Quality
Missing balances, duplicate contacts, or mismatched VAT codes are common issues. We clean and verify your data before import to ensure accurate consolidation and reporting. - 3. Intercompany Transactions
Group entities often buy or sell between each other. Xero doesn’t automatically eliminate intercompany entries, so careful mapping and post-migration reconciliation are key. - 4. Multi-Currency and Tax Complications
When migrating entities that trade in different currencies or tax jurisdictions, exchange rates and VAT settings must be aligned correctly for accurate reports. - 5. Add-On Integration Conflicts
Each entity may use different apps or bank feeds. We help identify compatible solutions and ensure everything integrates smoothly within the new Xero environment. - 6. Consolidation Setup
While Xero doesn’t provide built-in consolidated financials, we set up integrations with tools like Fathom, Joiin, or Spotlight Reporting to make multi-entity consolidation seamless.
With proper planning and expert oversight, every one of these challenges can be resolved before migration begins. That’s why working with an experienced partner like Switch My Books ensures your multi-entity Xero migration is both accurate and stress-free.
How Switch My Books Handles Multi-Entity Xero Migration
At Switch My Books, we’ve helped hundreds of organizations successfully complete their multi-entity Xero migration with complete accuracy. Whether you’re consolidating subsidiaries, regional branches, or an entire group of companies, our process is designed to keep everything organized, verified, and ready for reporting.
We follow a 4-step approach to ensure every project runs smoothly from start to finish.
Step 1: Assess – Understanding Your Group Structure
We begin by reviewing your existing setup — including the number of entities, accounting platforms, currencies, and reporting requirements. This helps us design the right migration plan for your group companies to Xero.
Key actions include:
- Reviewing each entity’s chart of accounts and reporting categories
- Identifying intercompany transactions and consolidation needs
- Defining data scope (opening balances, historical data, or full transaction history)
Step 2: Prepare – Mapping and Data Validation
Next, our migration team prepares your data for import. We align every entity’s chart of accounts and verify data accuracy across all systems.
This phase includes:
- Mapping accounts between legacy systems and Xero
- Cleaning duplicate or incomplete data
- Setting up tax rates, currencies, and tracking categories
- Running data validation checks for accuracy
Step 3: Migrate – Importing Each Entity into Xero
Once your data is verified, we migrate each company into its dedicated Xero organization. Every entity is structured to support future consolidation and reporting.
Typical imports include:
- Chart of accounts and opening balances
- Contacts (customers and suppliers)
- Invoices, bills, journals, and bank transactions
- VAT and tax data where applicable
Our specialists handle all uploads, checks, and reconciliation steps, ensuring every number matches perfectly.
Step 4: Verify & Consolidate – Final Review and Reporting Setup
After migration, we perform a detailed verification for every entity. Then we help you consolidate companies in Xero using advanced tools like Fathom, Joiin, or Spotlight Reporting.
In this final phase, we:
- Cross-check migrated data with source records
- Configure group-level reporting and dashboards
- Train your team to manage entities and run consolidated reports
- Provide post-migration support for ongoing accuracy
Every project is handled by our certified experts who understand both the technical and strategic sides of multi-entity Xero migration. With Switch My Books, you’ll get a clean, compliant, and fully connected Xero setup ready for group-level reporting from day one.
How to Consolidate Companies in Xero
Once your multi-entity Xero migration is complete, the next step is connecting your entities for group-level visibility. While Xero itself doesn’t consolidate multiple companies into a single file, it offers flexible ways to manage group reporting through connected accounts and specialized add-ons.
Here’s how most organizations consolidate companies in Xero effectively:
- 1. Use Dedicated Xero Add-Ons for Consolidation
Tools like Fathom, Joiin, and Spotlight Reporting integrate directly with Xero to generate consolidated profit & loss, balance sheet, and cash flow reports across all your group companies. These apps also support currency conversions, eliminations, and ratio analysis. - 2. Align Chart of Accounts Across Entities
Before running consolidated reports, make sure each entity shares the same chart of accounts structure. This allows the data to merge correctly across your group companies. - 3. Automate Data Syncs
Add-ons automatically pull data from each Xero organization, eliminating manual data exports and ensuring reports stay up to date. - 4. Manage Intercompany Transactions Separately
While Xero doesn’t auto-eliminate intercompany entries, tools like Joiin let you create elimination journals during consolidation for cleaner group reports. - 5. Centralize Reports for the Whole Group
CFOs and accountants can view both individual and group-level reports in one dashboard — making it easy to analyze performance, track KPIs, and prepare for audits.
With these tools in place, your team can finally manage group companies in Xero without messy spreadsheets or manual adjustments. And with Switch My Books handling setup, mapping, and configuration, your consolidated reports are accurate from day one.
Intercompany Transactions and Adjustments
One of the biggest challenges during a multi-entity Xero migration is handling intercompany transactions. These are the purchases, sales, or loans made between related entities — for example, when one subsidiary bills another for shared expenses.
Xero records these transactions accurately at the individual entity level, but it doesn’t automatically eliminate them for group reporting. That’s why proper setup and clear workflows are essential from the start.
Here’s how we help clients manage intercompany activity after migrating group companies to Xero:
- 1. Create Dedicated Intercompany Accounts
Each entity gets a matching “Due To” and “Due From” account in Xero. This ensures every internal transaction is traceable and easy to reconcile. - 2. Use Tracking Categories for Internal Charges
We set up tracking categories to tag intercompany transactions, helping your team identify and review them quickly during reporting. - 3. Automate with Consolidation Tools
Add-ons like Joiin and Fathom can help you create elimination journals automatically. These tools are invaluable for accurate consolidated statements. - 4. Regular Reconciliation and Verification
During monthly closes, our experts recommend reconciling intercompany accounts between entities to keep balances aligned. - 5. Adjustment Journals for Group-Level Accuracy
Before you consolidate companies in Xero, we review your trial balances and adjust for any intercompany mismatches or unrealized gains/losses.
By managing intercompany relationships correctly, your consolidated results truly reflect the financial performance of your group — without double-counting or inconsistencies.
At Switch My Books, we make sure every intercompany transaction is accounted for during migration and stays aligned in your ongoing Xero setup.
Real-World Example: From Siloed Systems to Centralized Xero
A UK-based holding company managing six subsidiaries across three countries was struggling to consolidate its accounts. Each entity used a different system — two on Sage, three on QuickBooks, and one on Excel. Month-end reporting took almost three weeks, and management had no single view of the group’s financial position.
When they approached Switch My Books, our team proposed a full multi-entity Xero migration using a standardized chart of accounts and currency setup.
Here’s how the transformation unfolded:
- Step 1: Assessment – We reviewed all six systems, cleaned up duplicate data, and aligned the chart of accounts across entities.
- Step 2: Migration – Each company was migrated to its own Xero organization with verified historical data.
- Step 3: Consolidation – Using Fathom, we helped them consolidate companies in Xero, linking all six entities for real-time group reporting.
- Step 4: Results – Month-end close time dropped from 21 days to 8. The CFO could now view real-time P&L and cash flow across the group.
Today, the client’s finance team manages all six companies in Xero confidently, with live dashboards and instant access to group performance — no spreadsheets, no delays.
This success story shows how migrating group companies to Xero not only simplifies accounting but empowers leadership with better insights for faster decision-making.
Why Choose Switch My Books for Multi-Entity Migration
Migrating group companies to Xero takes more than just data import — it requires deep accounting knowledge, technical expertise, and an understanding of how group structures operate. That’s where Switch My Books stands out.
Here’s why businesses across the UK and beyond trust us for their multi-entity Xero migration:
- Certified Xero Experts
As a Xero Gold Champion Partner, every migration is handled by certified advisors who know Xero inside and out — from setup to consolidation. - Proven Multi-Entity Experience
We’ve migrated hundreds of group companies to Xero, covering industries from retail and construction to professional services. Our specialists understand the nuances of consolidation, intercompany adjustments, and compliance. - Data Accuracy Guaranteed
Every migration goes through a rigorous validation process. We reconcile source data and verify reports before final delivery to ensure complete accuracy. - Custom Chart of Accounts Alignment
We design a consistent chart of accounts across all entities so you can easily consolidate companies in Xero without confusion or manual rework. - Ongoing Support and Training
Post-migration, our team helps you and your accountants use Xero efficiently — from running consolidated reports to managing intercompany entries. - Secure and Confidential Handling
All data is encrypted and handled with strict confidentiality, ensuring your sensitive financial information stays protected at every step.
At Switch My Books, we don’t just migrate your systems — we help you build a connected, transparent, and scalable financial environment in Xero.
If you’re ready to simplify group reporting, gain full visibility, and unlock the power of cloud accounting, we’re here to help.
Ready to Migrate Your Group Companies to Xero?
Migrating multiple entities doesn’t have to be overwhelming. With Switch My Books, your multi-entity Xero migration is planned, verified, and delivered by certified specialists who ensure every record lands in the right place.
Whether you’re managing a holding company, regional subsidiaries, or a complex group structure, we’ll make the transition simple, accurate, and secure.
✅ Complete setup for each entity
✅ Chart of accounts standardization
✅ Intercompany mapping and consolidation tools
✅ Verified and reconciled data in every Xero file
Take the next step toward unified financial reporting.Book a Free Consultation today. Your group deserves clarity and Xero gives you just that.
