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Xero Charity Migration Service
Move your charity accounts to Xero with a migration designed around your funds, grants, donations, reporting and financial history.
Our Xero Charity Migration Service helps charities and not for profit organisations move from Sage, QuickBooks, Access, Exchequer, Excel and other accounting systems to Xero.
We plan your charity accounting migration to Xero, map the agreed financial structure, migrate historical data and check key balances against your previous accounting system.
Xero Gold Champion Partner
Xero Migration Specialists
AAT Licensed Accountant
Clients We Migrated into Xero
What our client Says
Xero Migration for Charities Needs More Than Moving Data
Managing financial documents across email inboxes, mobile phones, shared folders and desks can create unnecessary admin.
Hubdoc gives your business one place to capture financial documents before sending the relevant information into Xero.
But simply activating Hubdoc is only the first step.
A good Hubdoc setup should consider how documents arrive, who can access them, how suppliers are coded, which tax rates should be used and when information should be published to Xero.
That is where our Hubdoc setup service can help.
What Can We Migrate Into Xero for Your Charity?
Our Xero Charity Migration Service can cover a wide range of financial records. The exact scope depends on your source accounting software, available exports and the history you want to retain.
Chart of Accounts
We review your current nominal ledger and map the required accounts into an appropriate Xero chart of accounts.
Historical Transactions
Sales invoices, bills, credit notes, payments, journals and other agreed historical transactions can be included within the charity data migration where suitable source records are available.
Customers, Suppliers and Contacts
Relevant contact information can be transferred and prepared for continued use within Xero.
Bank Transactions
Historical bank transactions can be migrated for the agreed period and checked against your source accounting records.
Accounts Receivable
Outstanding invoices, customer credits and related balances can be included within the migration scope.
Accounts Payable
Unpaid supplier bills, credits and related balances can be migrated where supported by the source records.
Journals and Opening Balances
We can migrate relevant journals and establish the agreed opening position for your new Xero organisation.
Fixed Assets
Existing fixed asset information can be reviewed and included where suitable data is available.
Transaction Attachments
Bills, invoices and other supporting documents can be assessed separately because attachment availability differs between accounting systems.
- Restricted funds
- Unrestricted funds
- Designated funds
- Grants
- Projects
- Programmes
- Departments
- Locations
- Funding sources
- Fundraising activities
Charity Fund Accounting in Xero
Charity fund accounting in Xero needs careful planning before your data is transferred.
A charity may need to analyse income and expenditure across:
We review your current fund structure and decide how the information should be represented after your charity accounting migration to Xero.
The goal is not to copy every old code into the new system.
Instead, we create an agreed structure that gives your finance team useful financial information while remaining practical to manage.
For charities with several funds or reporting dimensions, we also assess whether additional reporting applications should sit alongside Xero.
This makes fund structure one of the most important stages of a professional Xero migration for charities.
Restricted Funds, Grants, Donations and Gift Aid
Charity accounting often requires more detail than a normal sales and purchase ledger.
Our Xero Charity Migration Service considers how the different sources and uses of charity income should be treated during migration.
Restricted and Unrestricted Funds
We review how restricted and unrestricted balances and transactions are currently identified before agreeing how those records should be represented within Xero.
Grant Accounting
Grant income and related expenditure may need to remain identifiable by project, programme, funding body or activity. We review these requirements during migration planning.
Donations
Donation income can be mapped into the appropriate accounts and reporting structure within the new Xero organisation.
Gift Aid
Detailed donor and Gift Aid administration may be held outside the accounting ledger in a charity CRM or fundraising application.
Fundraising Income
Income received through fundraising platforms, payment providers or online donation systems can also be considered when designing the future accounting process.
Why Use Xero for Charity Accounting?
Moving to Xero for charities can give finance teams a more accessible way to manage accounting records and financial reporting.
Cloud Accounting
Authorised users can access accounting information online without relying on a finance system installed on one office computer.
Bank Reconciliation
Supported bank feeds can bring transaction information into Xero and help finance teams manage regular bank reconciliation.
Financial Reporting
Xero provides financial reports that can be configured around the accounting information available within the organisation.
Budget Monitoring
Charities can use budgeting and reporting tools to review actual financial results against planned income and expenditure.
User Access
Finance staff, accountants and other authorised users can be given suitable access to the Xero organisation.
Connected Charity Applications
Xero can work alongside third party applications for expenses, approvals, document capture, donor management and other finance processes.
Not for Profit Pricing
Xero currently promotes a 25 percent discount on standard subscriptions for eligible non profit organisations and community groups, subject to Xero's eligibility requirements and current terms.
Accounting Systems We Migrate to Xero
Our Xero migration specialists for charities can assess migrations from a wide range of accounting and finance systems.
01
Sage to Xero Migration for Charities
We can assess Sage to Xero migration for charities using Sage 50, Sage 200 and other Sage environments.
02
QuickBooks to Xero Migration for Charities
Our QuickBooks to Xero migration for charities can cover suitable QuickBooks Online and QuickBooks Desktop records.
03
Access to Xero Migration
We can migrate accounting records from Access Dimensions and other supported Access finance systems into Xero.
04
Exchequer to Xero Migration
Historical transactions, accounts and relevant reporting information can be reviewed for an Exchequer to Xero conversion.
05
Excel to Xero Migration
Charities using spreadsheets for some or all of their bookkeeping can have suitable financial records reviewed and prepared for Xero.
06
Other Accounting Systems
If your accounting software is not listed, we can review the available exports before confirming your non profit Xero migration scope.
How Much Historical Charity Data Should You Move?
Not every Xero Charity Migration Service needs the same amount of historical accounting data. Before migration starts, we help define how much history should be transferred.
Full Historical Migration
This option may suit charities that want previous transaction details available inside Xero for reporting, queries, audit support or financial continuity.
Selected Historical Years
You may choose to migrate the current year plus one or more comparative financial years.
Current Year Plus Opening Balances
Your charity can move the current financial year while using agreed opening balances for earlier periods.
Opening Balances Only
Some organisations choose to begin Xero from a new conversion date and keep the previous accounting system as a historical archive.
Our Xero Charity Migration Process
Our Xero migration for charities follows a structured process so that data, reporting requirements and responsibilities are clear before the new system goes live.
Discovery
We review your charity, current accounting software, financial year, reporting needs, funds, bank accounts and required migration period.
01
Data Assessment
We assess the available source records and identify anything that may require special treatment.
02
Mapping
We agree how the chart of accounts, contacts, tax treatment, funds and relevant reporting information should be represented within Xero.
03
Xero Charity Setup
We configure the agreed Xero organisation settings and prepare the structure needed for the migration.
04
Charity Data Migration
The agreed transactions, balances and records are transferred into Xero.
05
Reconciliation and Validation
We compare agreed reports and balances between the previous accounting system and Xero.
This may include the trial balance, bank balances, receivables and payables.
06
Review and Handover
Your team receives access to the completed Xero organisation once the agreed migration checks have been completed.
07
Training and Support
We can provide Xero charity training and post migration support to help your finance team work with the new setup.
08
- Fund income and expenditure
- Restricted and unrestricted balances
- Grant related transactions
- Programme costs
- Department reporting
- Asset and liability balances
- Comparative financial information
- Management accounts
Charity Reporting and SORP 2026
The accounting structure created during a charity Xero setup should also consider the information your organisation needs for financial reporting.
For charities in England and Wales that prepare accounts under the Charities SORP, SORP 2026 applies to relevant reporting periods starting on or after 1 January 2026. The exact accounting requirements depend on the type, size and accounting basis of the charity.
Your Xero system does not prepare every statutory charity disclosure automatically.
However, a properly planned charity accounting migration to Xero can help ensure the underlying accounting records are organised in a way that supports year end work.
Depending on your requirements, this may include:
Our migration role focuses on the accounting data and system structure. Statutory accounts should still be prepared or reviewed according to the rules that apply to your organisation.
Why Choose eCloud Experts for Xero Charity Migration?
At eCloud Experts, our Xero Charity Migration Service is designed to help charities move their accounting data, fund structures and reporting requirements into Xero accurately, with careful reconciliation, validation and support throughout the migration.
Xero Migration Experience
Our team works on migrations from cloud accounting software, desktop accounting systems and larger ERP platforms into Xero.
Xero Gold Champion Partner
We work with Xero across migration, implementation, accounting, training and support.
Charity Migration Experience
Our migration work includes a QuickBooks Online to Xero project for Muslim Hands Somalia, where the project covered financial data.
Fund and Reporting Mapping
We consider funds, departments, grants, programmes and other reporting requirements before completing the migration.
Historical Data Migration
Your Xero Charity Migration Service can include an agreed period of financial history where suitable source data is available.
Reconciliation
We compare agreed source balances and reports against the migrated Xero records.
Charity Xero Training
We can train finance staff, bookkeepers, managers and other users on the agreed Xero processes after migration.
Ongoing Xero Support
If your team needs additional assistance after the migration, Xero support can be arranged separately.
Xero Migration Case Studies
See how our Xero migration team has helped charities and other organisations move financial data from different accounting systems into Xero.
QuickBooks to Xero Migration for Muslim Hands Somalia
Muslim Hands Somalia needed to move from QuickBooks Online to Xero while supporting international financial operations and multi currency requirements. The migration included general ledger information, invoices, bills and bank transactions. Xero was also configured with a suitable chart.
Exchequer to Xero Migration for Richmond Athletic
Richmond Athletic Association moved from Exchequer to Xero as its finance requirements developed across athletic programmes, fundraising activities and administration. The project included historical financial data, chart of accounts configuration, tracking categories, reporting and finance team training.
NetSuite to Xero Migration for SweetTree Home Care
SweetTree Home Care Services needed to move four group companies from NetSuite to Xero while retaining three years of historical accounting data. The project included Xero configuration, historical data migration, financial data validation and training for the finance team across the group.
How much Sage 300 history should you migrate to Xero?
More history is not automatically better. Each extra year adds cost, extends reconciliation, and increases the risk of carrying old errors into a clean system. Three options:
Xero Migration Services Explained
Learn what a professional Xero migration includes, what data may move, what needs checking and how to prepare your accounting records before changing systems.
Xero Migration Audit Checklist
A migration is not complete simply because the data appears inside Xero.
This guide explains how to check opening balances, transactions, bank accounts and reports before relying on your new Xero records.
Step by Step Guide to Migrating to Xero
Understand the main stages involved when moving from accounting software, spreadsheets or another finance platform into Xero.
It covers planning, preparing source data, migration, reconciliation and the final review.
Xero Charity Migration Success Stories
See how charities and other organisations have moved financial data to Xero while protecting historical records, improving reporting and creating clearer accounting structures for programmes, fundraising activities and multiple entities.
QuickBooks to Xero Charity Migration
Muslim Hands Somalia
Muslim Hands Somalia moved from QuickBooks Online to Xero with historical general ledger data, invoices, bills and bank transactions. The Xero setup also included multicurrency support, tracking categories and customised reporting to improve financial visibility across projects, departments and international operations.
Exchequer to Xero
Richmond Athletic Association
Richmond Athletic Association moved from Exchequer to Xero with historical invoices, bank transactions, account balances and tax settings. Tracking categories and tailored financial reports were configured to support clearer reporting across athletic programmes, fundraising activities and administration.
Multi Company Xero Migration
SweetTree Home Care
SweetTree Home Care Services moved four group companies from NetSuite to Xero with three years of full transaction history. The project included receivables, payables, bank and credit card transactions, opening balances, reconciliation, Xero configuration and finance team training.
EXPLORE MORE XERO MIGRATIONS
More Platforms We Migrate to Xero
We migrate businesses to Xero from a wide range of accounting platforms, with careful data mapping, reconciliation and support throughout the move.
- FAQ
Xero Charity Migration FAQs
Yes. Accounting records from many systems can be assessed for migration into Xero. The exact Xero migration for charities scope depends on your existing accounting software, historical period, available records and reporting requirements.
The relevant fund information can be reviewed and mapped into an agreed Xero structure. The best approach depends on how many funds you manage and how your charity needs to report on them.
Yes, where suitable source data is available. Your Xero Charity Migration Service can be scoped around opening balances, selected years or a longer historical period.
Yes. We can assess Sage to Xero migration for charities using systems such as Sage 50 and Sage 200. We review your source records and reporting structure before confirming what can be migrated.
Yes. We provide QuickBooks to Xero migration for charities and have completed a QuickBooks Online to Xero migration for Muslim Hands Somalia.
It depends on where those records are currently stored and how your charity manages Gift Aid. Detailed donor and Gift Aid administration may remain within a specialist charity CRM while the related accounting entries are recorded in Xero.
Relevant accounting contacts may be transferred where appropriate. However, Xero should not automatically be treated as a replacement for a dedicated donor management system.
Not necessarily. Different systems store data differently, and some fields or features may not have a direct Xero equivalent. We identify these areas during the migration assessment.
We compare agreed reports and balances from the source accounting system against Xero after migration. This can include the trial balance, bank balances, accounts receivable and accounts payable.
Yes. Where a charity group or connected organisation operates several entities, each entity and its reporting requirements can be assessed as part of the migration project.
Xero currently advertises discounted subscriptions for eligible not for profit organisations. Eligibility, available plans and pricing remain subject to Xero's current rules.
Yes. We provide dedicated Xero charity training covering areas such as organisation setup, chart of accounts, funds, bank reconciliation, invoices, bills and financial reporting.
Ready to Move Your Charity Accounts to Xero?
Changing accounting software is an important decision when your organisation depends on reliable fund information, historical records and financial reporting.
Our Xero Charity Migration Service gives you a structured route from your existing accounting software into Xero.
We review the source data, define the migration scope, map your accounting structure, transfer the agreed records and validate key financial balances before handover.
Talk to our team about your charity accounting migration to Xero and find out what can be moved from your current system.