A Xero to NetSuite migration usually starts when a business adds a second entity, a second currency or an inventory process that Xero can't handle without a stack of add-ons. NetSuite can take all of that on, but the move goes well only when the finance team decides early what comes across, how much history to keep and how they will prove the opening numbers are right.
Key takeaways
- Decide how much history to migrate before anything else, because it drives the cost and timeline more than any other choice.
- Most businesses bring master data, open transactions and monthly trial balances, and keep Xero available read-only for detailed history.
- Redesign the chart of accounts for NetSuite instead of copying Xero's, especially if you are adding subsidiaries, departments or classes.
- Cut over at a month end, after that month is closed and reconciled in Xero.
- The migration is finished when the NetSuite trial balance matches Xero at cutover and open AR and AP agree line by line.
Planning a move from Xero? Book a free migration consultation
What is a Xero to NetSuite migration?
It is the process of moving your accounting setup and data from Xero into NetSuite so that NetSuite becomes your system of record from a chosen date. That covers the chart of accounts, customers, vendors and items, open invoices and bills, balances and whatever history you decide to keep.
It is also a chance to change how you work. NetSuite adds things Xero doesn't have built in, such as multiple subsidiaries in one account, approval workflows and role-based permissions, so a straight copy of your Xero setup usually leaves a lot unused.
Step 1: decide how much history to bring
There are three common choices:
- Opening balances only: a trial balance at cutover, plus open AR and AP. It's the fastest option, and all history stays in Xero.
- Monthly trial balances: a journal per month for one or two prior years, so NetSuite can run comparative reports. This is the option we see most often.
- Full transaction history: every invoice, bill and payment. It is slow and expensive, and it's rarely worth it unless you have a specific audit or reporting need.
Whatever you choose, export and archive your Xero reports and transaction detail before your subscription changes, so you can still answer questions about older periods.
Step 2: design the chart of accounts and segments
Xero tracking categories often hold information that belongs in NetSuite segments such as departments, classes and locations. Map each Xero account to its NetSuite account and decide which tracking categories become segments. If you are adding subsidiaries, decide now which accounts are shared and which are entity specific.
Write the mapping in a spreadsheet that the finance lead signs off. Every later step depends on it.
Step 3: clean and load master data
Export customers, vendors and items from Xero and clean them before loading. Merge duplicates, remove contacts you haven't used in years, and fill in missing tax and payment terms. NetSuite's CSV Import Assistant handles most of these loads, and it is worth running each import in a sandbox first.
Our post on outsourcing US bookkeeping to India covers how an offshore team can take on this kind of cleanup work alongside your regular bookkeeping.
Step 4: load balances and open items
Load open invoices and bills as individual transactions so customers and vendors can be paid and collected in NetSuite as normal. Then load the trial balance at cutover, using a clearing account so the open items and the balances don't double count. If you chose monthly history, load the prior-period trial balances as journals.
Bank balances need their own check. Reconcile every bank account in Xero at the cutover date and carry the uncleared items into NetSuite so the first bank reconciliation there starts clean.
Step 5: cut over and reconcile
Pick a month end and close that month in Xero first. Then run these checks in NetSuite:
- The trial balance at cutover matches Xero for every account.
- AR and AP aging match Xero by customer and vendor.
- Bank balances match the statement after uncleared items.
- Any foreign currency balances match in both the transaction currency and the base currency.
Keep Xero running for new transactions for no more than one overlap period, and agree a date after which nothing new is entered there.
Ask our team to review your migration plan before you commit to a date
After go-live
Expect the first month-end close in NetSuite to take longer than usual. Reports that were built in Xero have to be recreated, usually as saved searches or customized financial reports. Our guide to NetSuite saved searches explains how to build ones your team can rely on. If you are also weighing other starting points, our QuickBooks to NetSuite migration plan follows the same structure for QuickBooks users.
Oakridge Global's NetSuite consulting services cover implementation, data migration and support after go-live.
Frequently asked questions
How long does a Xero to NetSuite migration take?
It depends on how much history you bring, how many entities you have and how clean your Xero data is. A single entity bringing opening balances moves much faster than a group bringing several years of monthly history across subsidiaries.
Can I import Xero data directly into NetSuite?
There is no direct link that moves everything across. Most teams export reports and records from Xero as CSV files, clean them and load them with NetSuite's CSV Import Assistant or through an integration tool.
Should I migrate my full transaction history from Xero?
Usually not. Monthly trial balances give you comparative reporting in NetSuite at a fraction of the effort, and you can keep Xero exports for detailed questions about older periods.
What is the best time to switch from Xero to NetSuite?
A month end, after that month is closed and reconciled in Xero. Many businesses prefer a quarter or year end, because it keeps the first set of NetSuite statements simple.
Plan your migration with Oakridge Global
Our NetSuite team plans and runs migrations from Xero and other systems, and our accounting team can keep your books running while it happens. Schedule a consultation with Oakridge Global to talk through your timeline.