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accounting system migration

Data migration and Xero cutover

Behnam ยท 2026-02-25 15:57:58 to 2026-02-25 15:59:58

Review: Pending Review

Summary

Behnam explained the migration of old balances and invoices into Xero (referred to as 'zero'). Balances are being brought over and recalculated once stock is zeroed out; Xero copies roughly one invoice every 30 seconds, so thousands of invoices will take about 18 hours. They discussed importing cash and car payments in one sweep, the lack of invoice/payment history before February 25, and using Xero for payroll, VAT, expenses, and bank-fed bills, while Charlotte will enter non-stock invoices.

Facts

  • Old balances are being imported into Xero and will recalculate once stock is set to zero.
  • Xero copies about 6 invoices every 3 minutes (approx. 1 every 30 seconds), so copying hundreds/thousands of invoices takes around 18 hours.
  • Historical invoice and payment data before February 25 is not brought across; only customer names are present.
  • Cash payments and car payments will be imported in one sweep.
  • Payroll and VAT are handled in Xero; purchase invoices and expenses also go through Xero.
  • Charlotte will need to enter invoices for non-stock items.
  • The system can print customer statements and re-print invoices.

Tasks

  • Start using the new system so data copying can begin.
  • Wait for the invoice copy to finish overnight (about 18 hours).
  • Import all cash payments and car payments into Xero in one sweep.
  • Review Xero reports tomorrow.
  • Charlotte to enter invoices for non-stock items.
  • Use Xero for payroll and VAT.

Issues

  • The new system cannot be started until the old system is stopped, creating a cutover timing issue.
  • The migration is only halfway through, so some reports still show old/incorrect data.
  • Data prior to February 25 is not fully migrated (only customer names, not invoices/payments).
  • There is confusion about which reports/customer lists should currently be used.