Switching from QuickBooks Online to Xero
Switching from QuickBooks Online to Xero is one of the more automated accounting migrations available, thanks to Xero’s free, purpose-built conversion tool.
Why teams switch from QuickBooks Online to Xero
A genuinely free, official conversion tool
Xero offers a free, self-serve QuickBooks conversion tool (built with partner Jet Convert) that imports your chart of accounts, contacts, and recent transactions automatically.
Stronger multi-currency handling
Xero’s native multi-currency support is generally considered more robust than QuickBooks Online’s, which matters for businesses with international customers or suppliers.
Unlimited users on every plan
Xero doesn’t cap the number of user seats on any plan, unlike QuickBooks Online, which limits users by tier.
Switching Cost & Friction Estimator
Estimate the real hidden cost of moving from QuickBooks Online to Xero — not just the subscription price.
How to migrate your data
Xero’s official conversion tool automates most of this migration, but it has real limits on history and payroll data.
| Step | What happens |
|---|---|
| 1. Set up your Xero organization | Create a new Xero account and choose the plan that matches your business size before starting the conversion. |
| 2. Run Xero’s free QuickBooks conversion tool | Use Xero’s official conversion tool (powered by Jet Convert) to automatically import your chart of accounts, customers, suppliers, and transactions. |
| 3. Confirm the data window | Verify that current and prior fiscal year transactions came across, since the free tool only covers that window — older history requires an additional paid conversion. |
| 4. Manually set up payroll | Re-enter employee and payroll setup in Xero (with Gusto-powered Xero Payroll, where available), since payroll data does not migrate through the conversion tool. |
| 5. Reconcile opening balances | Check that opening balances in Xero match your QuickBooks closing balances as of the cutover date, adjusting for any timing differences. |
| 6. Run a parallel close and cut over | Close one month in both systems side by side to confirm reports match, then make Xero your system of record. |
Pricing during the transition
Both vendors run frequent introductory discounts, so compare list prices for a realistic long-term view.
| Plan | QuickBooks Online | Xero |
|---|---|---|
| Free plan | Free plan: $0 — 1 user, 2 invoices/month, 1 bank connection, no accountant access; 30-day free trial on paid plans | No permanent free plan — 30-day free trial only |
| Entry paid tier | Simple Start: around $38/month | Early: around $25/month |
| Mid tier | Plus: around $140/month | Growing: around $55/month |
Both vendors frequently run steep first-months discounts (sometimes 50-90% off) for new customers, so the list prices above are what plans revert to after the promotional period.
Feature-parity checklist
QuickBooks Online and Xero cover similar ground, but differ in user limits, multi-currency depth, and app-ecosystem size.
| Feature | QuickBooks Online | Xero equivalent |
|---|---|---|
| User seat limits | Capped by plan (1 to 25 users) | Unlimited users on every plan |
| Multi-currency support | Available on Plus and Advanced | Native on Growing and Established plans |
| App marketplace size | Larger, more North America-centric app ecosystem | Strong app ecosystem, popular internationally |
| Inventory tracking | Native on Plus and Advanced | Native on Growing and Established plans |
| Free migration tooling | Routes Xero conversions through Dataswitcher | Free, official QuickBooks conversion tool (via Jet Convert) |
Frequently Asked Questions
Is Xero’s QuickBooks conversion tool really free?
Yes, for current and prior fiscal year data — importing more than two years of history or very large data sets can incur additional fees.
Will my payroll data move over automatically?
No, payroll never transfers through the conversion tool — employees and payroll setup need to be re-entered manually in Xero.
How long does the QuickBooks-to-Xero conversion take?
Typically between 20 minutes and five business days, depending on the size and complexity of your QuickBooks data.
Do I need an accountant to switch to Xero?
It’s not strictly required, but having a bookkeeper review opening balances and the first reconciliation is strongly recommended to catch conversion errors.
Does Xero support unlimited users on its cheapest plan?
Yes, unlike QuickBooks Online, Xero doesn’t restrict user seats by plan tier, only feature access.
Canonical data for the tools on this page
Every pricing fact, rating, AI billing model and switching guide we hold on each tool, on one page — with the date each figure was last verified.