Making the switch from a traditional platform to a modern cloud-based system can transform how you manage your finances. If you’re planning to move your business accounting from Sage 200 to Xero Migration, this step-by-step guide walks you through every phase from planning to post-migration support. With Switch My Books, your journey will be smooth, accurate, and tailored to your needs.
Step 1: Identify Your Reason for Migrating
The first step in any migration is clarity. Why do you want to switch from Sage 200 to Xero? Is it for better accessibility, integration, or cost-efficiency? Xero’s modern interface and automation features are ideal for growing businesses. By identifying your goals early, you’ll ensure the setup is aligned with what you truly need.
Transitioning software can feel overwhelming, but a clear roadmap makes the process much easier.
Step 2: Choose Trusted Xero Migration Experts
A successful Sage 200 to Xero migration depends heavily on the expertise of your migration partner. At Switch My Books, we’ve completed nearly 950 migrations, and we understand the risks of poorly executed transitions. That’s why we follow best practices backed by over 12 years of industry experience. Our team ensures every detail is managed from data integrity to compliance.
Don’t settle for generalists. Choose a team that specialises in migrations to Xero.
Step 3: Schedule the Migration at the Right Time
Timing your Sage 200 to Xero migration is essential. Choose a window that avoids peak periods like VAT submissions or end-of-year closing. A carefully timed migration avoids disruption and ensures all your records are updated in real time. Our team works with you to build a detailed schedule that fits your operations.
With careful planning, your switch becomes a smooth transition rather than a stressful event.
Step 4: Review Your Sage 200 Data
Before we begin data extraction, we advise clients to review their Sage 200 records. Clear out inactive accounts, update customer details, and reconcile outstanding balances. Clean data results in a clean migration. It also reduces the chances of post-migration adjustments, which can delay go-live dates.
A bit of preparation here saves you hours later.
Step 5: Secure Extraction of Sage 200 Data
Once your data is ready, we use secure, professional-grade tools to extract it from Sage 200. This includes your chart of accounts, customer and supplier details, invoices, payments, and historical transactions. At Switch My Books, we ensure your data is handled with full confidentiality and accuracy.
Each file is backed up and tracked for full traceability during the Sage 200 to Xero migration.
Step 6: Intelligent Data Mapping
Mapping is a critical stage of any migration. We convert Sage 200 data into Xero-compatible formats, preserving VAT codes, tax settings, currencies, and reporting groups. With our refined methods, we ensure your Xero system mirrors your old structure — but in a more efficient, cloud-based format.
Proper mapping makes your reports accurate from day one in Xero.
Step 7: Import and Quality Assurance
Next, we import your mapped data into Xero. This includes transactions, balances, contacts, and ledger details. Post-import, our experts run rigorous tests to confirm the accuracy of every transaction. This ensures that your records in Xero are 100% consistent with your previous Sage 200 data.
We compare key financial reports line-by-line to confirm nothing was missed.
Step 8: Testing and Verification
Once your data is in Xero, we begin a final round of checks. We verify account balances, tax figures, and reconciliations. We also ensure historical data is intact. Our testing process guarantees your migration is complete and accurate, giving you full confidence to begin using your new system immediately.
Quality assurance is not optional — it’s a core part of every Sage 200 to Xero migration we deliver.
Step 9: Final Go-Live and Team Support
After all checks are passed, we schedule your go-live. This includes final reconciliation, user access setup, and post-launch training. Whether your team needs support understanding Xero dashboards or automating recurring invoices, we’re available to assist. Your success using Xero is just as important to us as the migration itself.
We’re not done until you’re fully comfortable in your new accounting environment.
Step 10: Post-Migration Monitoring and Advice
Even after your Sage 200 to Xero migration is complete, our support doesn’t stop. We provide advisory support to optimise your Xero setup. From recommending the best integrations to reviewing reporting workflows, we help your business make the most of Xero’s advanced features.
Continual support means continual improvement — and that’s what Switch My Books stands for.
Take the Next Step with Confidence
Migrating from Sage 200 to Xero is more than a tech upgrade — it’s a business evolution. And with Switch My Books, you’re guided by the best Xero migration experts in the field. From planning to support, every step is covered with precision, speed, and security.
Contact us today to begin your Sage 200 to Xero migration the right way — guided by experience, powered by expertise.
