How to Switch from Xero or MYOB Without Losing Your Records
A practical checklist for moving NZ accounting software: when to switch, what to export, what to bring across and what to keep for IRD.
By the Wootz team · Oct 2026 · 5 min read
Changing accounting software feels bigger than it is. With a clear cut-off date and a proper export of your records, most small businesses can move without drama. This checklist works for any move, including to Wootz.
1. Pick a clean cut-off date
The easiest time to switch is the start of a financial year. The next best is the start of a GST period, so that one system covers each return from start to finish. Avoid switching in the middle of a period.
2. Tidy up before you leave
- Reconcile your bank accounts up to the cut-off date
- File any GST return that is due
- Clear or review old draft invoices and bills
- Ask your accountant whether they need anything from your old file
3. Export everything you need to keep
New Zealand businesses must generally keep tax records for seven years, even after you stop using a product. Before you cancel, export and save:
- Profit and loss, and balance sheet, for each financial year
- General ledger and trial balance at the cut-off date
- GST returns and supporting reports
- Invoices, bills and credit notes
- Contacts and your chart of accounts
- Payroll records, which have their own retention rules
Check how long your provider keeps data after you cancel, and do not close your old subscription until your exports are saved and opened.
4. Set up the new system
- Enter your business and GST details
- Set up your chart of accounts
- Bring across customers and suppliers
- Enter opening balances from your trial balance at the cut-off date
- Add unpaid invoices and bills, so that nothing is missed
5. Check the numbers
Compare your new trial balance with the old one. They should match. Then compare outstanding receivables and payables. Fix any differences before you start new work.
6. Run both briefly, then cancel
Keep access to your old system for at least one GST period if you can. Once your first return in the new system checks out, you can cancel with confidence.
Moving to Wootz
Wootz uses secure CSV import for bank transactions, so there are no bank passwords to hand over. Coming from Xero or MYOB? Talk to us and we will help you plan the move.
