How to migrate from Xero to Acumatica
To migrate a client from Xero to Acumatica with superglue's AI agent, connect the client's Xero organisation, and give superglue access to the client's Acumatica account. superglue assesses the data in minutes, plans every phase, recommends an answer to each decision, and runs a trial load that reconciles to the cent before cutover. You review, decide and sign off with the client.
What are the steps to migrate from Xero to Acumatica?
Migrating from Xero to Acumatica takes six steps: connect both systems, assess the data, plan every phase, decide the mapping, run a trial load and cut over. Each load repeats exactly what you tested, and every write waits for your approval.
- 01
Connect Xero and Acumatica
Connect the client's Xero organisation with one sign-in. superglue reads it through the Xero API and writes nothing. The client then gives superglue access to Acumatica.
- 02
Assess the Xero data
In minutes, superglue counts every record, finds the open items and lists the data issues with examples. You know the size of the migration before you quote it.
- 03
Plan every phase
superglue drafts the plan from discovery to cutover, with tasks, owners and the Xero specifics already in it.
- 04
Decide the mapping
superglue brings each decision below with a recommendation from the client's own data. You confirm or change each answer, and the client signs the mapping.
- 05
Run the trial load
superglue loads an Acumatica test tenant and compares it with Xero: the trial balance per period, the open receivables and payables per customer and vendor, and the inventory value. superglue explains every difference before cutover.
- 06
Cut over
At cutover, superglue loads the final data with the same steps as the trial load, and you sign the reconciliation with the client.
How do you get the data out of Xero?
- Have a user with the Adviser or Standard role sign in once. superglue reads the whole organisation through the API and writes nothing.
- Xero allows each app 5,000 API calls a day for each connected organisation, so superglue spreads a large history read over several days. Start the assessment early.
- The Xero Accounting API does not return unreconciled bank statement lines. Have the client reconcile the bank accounts up to cutover, or export the statement lines.
What needs to be configured in Acumatica?
The client adds an API user and a connected application for superglue. superglue configures Acumatica and loads the data through that access, in an Acumatica test tenant first, in this order:
- 01
The features the client licenses, such as subaccounts, multicurrency and projects.
- 02
The subaccount structure, companies and branches, and the chart of accounts.
- 03
The financial year and its periods, opened for every migration date.
- 04
Cash accounts, credit terms, taxes and numbering, then the preferences and classes of each module.
- 05
Customers, vendors and items, then the opening balances and the open items.
Access setup for the client: Acumatica configuration guide
What moves from Xero to Acumatica?
| In Xero | In Acumatica |
|---|---|
| Chart of accounts | GL accounts |
| Tracking categories | Subaccount segments and branches |
| Contacts you sell to | Customers and customer classes |
| Projects | Projects and project tasks |
| Contacts you buy from | Vendors and vendor classes |
| Items | Stock and non-stock items |
| Bank accounts | Cash accounts |
Open items
Open invoices and credit notes, unallocated overpayments and prepayments, open bills, and open quotes and purchase orders.
Open items load as AR and AP documents with their original numbers, dates and due dates, in an open financial period, so the aging in Acumatica matches on day one.
History
superglue reads every transaction through the Xero API, and plans a large history read around Xero's daily API limit.
History loads as journal transactions per financial period, account and subaccount.
Which decisions do you make when you migrate from Xero to Acumatica?
- 01
Where do Xero tracking categories go?
Acumatica keeps reporting values in subaccount segments and branches.
superglue proposes a branch for tracking options that stand for sites, and a subaccount segment for the others.
- 02
How do Xero contacts become customers and vendors?
In Acumatica, customers and vendors are business accounts, and one business account can be both a customer and a vendor. Customers and vendors each have their own class.
superglue creates one business account for each contact, extends it as a customer, a vendor or both from its transactions, and assigns classes from the accounts and terms.
- 03
Which companies and branches does the client need?
In Acumatica, a company can have several branches. Branches drive balances, reports and access rights.
superglue recommends one company for each legal company in Xero, and branches only where the client reports per site.
- 04
Which classes carry the defaults?
Customer and vendor classes set the accounts, terms and other defaults for every record in them, and item classes set the units, the valuation method and the posting class.
superglue proposes classes from the groups the client already uses, so each record gets its defaults from its class.
- 05
How much history moves?
Most clients need the open items plus one to two years of monthly balances in Acumatica, and older years as yearly balances. The client keeps the older detail in an archive.
superglue recommends two years of monthly balances per account, and full transaction detail only where the client needs to look into single transactions.
What are the common challenges when you migrate from Xero to Acumatica?
One contact can be a customer and a supplier
Xero keeps customers and suppliers in one contact list. superglue sorts each contact by its transactions, and keeps one name for a company that is both.
Two tracking categories carry too much
Xero allows two active tracking categories, so clients pack several meanings into one list, such as region and product line. superglue separates the meanings before the mapping starts.
Conversion balances start the history
Many Xero organisations started from conversion balances, so the earliest period is a summary. superglue reports the conversion date and the first period with full detail.
Overpayments and prepayments stay open until allocated
An overpayment or prepayment that was never allocated is an open item. superglue moves each unallocated amount as an open credit, so the aged balances match.
Brief the controller on equity accounts
Acumatica has no equity account type, so equity accounts are set up as liability accounts and shown as equity on the balance sheet. Controllers who read the account list often ask about it, so explain it before they see it.
Finish the preferences before the first trial load
Acumatica does not load the records of a module until that module's preferences are complete. Put the preferences in the configuration plan ahead of the first trial load.
superglue also runs the rest of the Acumatica project. See the Acumatica implementation
Frequently asked questions
Which data moves from Xero to Acumatica?
The chart of accounts, customers, vendors and items, the open items, and as much history as the client needs. The mapping table on this page shows where each record lands in Acumatica.
Does superglue write to Acumatica without my approval?
No. superglue only reads Xero. Before any write to Acumatica, it shows the target, the connection and a transformed sample, and waits for your approval.
How do I know the migration is complete?
superglue reconciles the trial load and the final load against Xero: the trial balance per period, the open receivables and payables per customer and vendor, and the inventory value. You get a reconciliation report to sign with the client.
What happens when I start this migration?
You sign up and connect the client's systems. If you want to see a full migration run first, superglue can set up Pinecrest Supply, a sample client.
Start your Xero to Acumatica migration
Sign up and connect the client's systems, or let superglue set up Pinecrest Supply, a sample client, to see a full migration run first.