8-step guide · Free CSV importer · Two-way sync · AI categorization · Pricing verified 2026-05-22
Whether you're tired of per-organisation pricing, hitting Xero's multi-currency Premium paywall, or outgrowing Xero's simple inventory, this guide walks the 8-step migration to HelloBooks: cleanup, import, parallel-run, reconcile, cut over. No data loss, no rebuilding, and the HelloBooks AI learns from your historical Xero patterns during the parallel-run.
1. Per-organisation billing adds up fast
Xero charges per ORGANISATION (company file). If you have 3 entities, you pay 3 subscriptions. Multi-currency is gated to the Premium plan (~$62/mo per org, verified 2026-05-22). HelloBooks Pro is $9.99/mo flat, multi-entity included, multi-currency included on every plan including Free.
2. Payroll is a separate add-on
Xero's payroll is a paid bolt-on (Gusto US, Xero Payroll UK/AU). The fully-loaded cost for a 10-person company often clears $100/mo. HelloBooks integrates Gusto natively without per-employee fees on the HelloBooks side, and ships unlimited users for free.
3. AI features cost extra and are narrow
Xero JAX (Just Ask Xero) is positioned as a paid copilot answering questions about your books. HelloBooks ships AI agents that TAKE ACTIONS — auto-categorize, post adjusting JEs, suggest accruals, detect anomalies, run period-end close — included on every plan with monthly AI credits.
4. Inventory + 3-way matching limitations
Xero inventory tracking is suited to simple resellers. Anything with manufacturing BOM, 3-way PO/GRN/Bill matching, or batch tracking needs a Xero add-on or external system. HelloBooks ships inventory, BOM, warehouses, and 3-way matching natively on every plan.
Step 1
Decide your migration mode
Cleanup-then-cutover (recommended): run HelloBooks AI cleanup on a copy of your Xero data, fix categorization debt + duplicate vendors, then cut over. OR Parallel-run: keep Xero live for 1-2 weeks while HelloBooks AI learns your patterns, then switch.
Step 2
Export your Xero data
In Xero, navigate to Accounting → Reports → Trial Balance + Profit & Loss + Balance Sheet for your cutover date as the "ground truth" reference. Then export Chart of Accounts, Contacts (Customers + Suppliers), Manual Journals, Bills, Invoices, and Bank Transactions as CSV.
Step 3
Sign up free at HelloBooks
Create your HelloBooks account at no cost — the Free Plan includes 500 AI credits/month, full reporting, multi-currency, multi-entity, and bank connection. No credit card required to start.
Step 4
Run the Xero CSV importer
HelloBooks accepts Xero CSV exports directly — Chart of Accounts mapped via Xero account-code lookup, Contacts split into Customers/Vendors via the IsCustomer/IsSupplier flags, Manual Journals grouped by Reference, signed Amount column handled (positive = credit, negative = debit per Xero convention).
Step 5
Connect your bank feeds
Link your bank via Plaid (US), TrueLayer (UK), or direct bank feeds (AU/NZ/Singapore). AI categorization runs against your historical patterns from Xero so categories carry forward without rebuilding rules from scratch.
Step 6
Let the AI learn (1-2 weeks)
Run both platforms in parallel while the HelloBooks AI learns vendor patterns, payee categorizations, and Xero tax-rate mappings (UK VAT, AU GST, NZ GST). Spot-check the first 50 categorizations and correct any mismatches — the AI improves from your edits.
Step 7
Reconcile and verify
Run P&L, Balance Sheet, and Aged Receivables/Payables reports in BOTH systems for the cutover date. Compare totals (tolerance ±1c rounding). Reconcile bank accounts in HelloBooks. Confirm customer and supplier balances match Xero.
Step 8
Cut over and archive
When AI categorization matches your manual work and reports tie out, switch off Xero. Keep a Xero archive export for compliance (5 years AU, 6 years UK, 7 years US, 7 years NZ). HelloBooks keeps an immutable audit log on every transaction.
Complete these in Xero before you start.
Confirm migration success before cutover.
The HelloBooks migration tool is free and self-serve. For larger entities, custom Xero tracking categories, or multi-currency consolidation, you can engage a HelloBooks-friendly accountant from our directory at hellobooks.ai/find-an-accountant — free public directory, no paid placement, no pay-to-rank.