Migrate client books to white label software UAE firms can brand

The cleanest switch is at the start of a VAT period, after the previous return has been filed. For a client on calendar quarters, moving on 1 January or 1 April means the old system holds complete periods and the new one starts fresh. Mid-quarter moves are possible, but your reviewer then has to combine two systems for one VAT 201.

Leave the old system available in read-only form, or keep full exports, for as long as the client needs to retain its records. The FTA can ask for historical documents, and they should be easy to find.

Export the following from the old system at the cut-over date, usually as Excel or CSV. Your team then sets up the client company in HelloBooks and enters or imports the opening position.

• Chart of accounts, mapped to the HelloBooks structure your firm uses
• Trial balance at the cut-over date as the opening balances
• Open customer invoices and supplier bills, with TRNs and VAT amounts
• Customer and supplier lists with TRNs and contact details
• Bank balances at cut-over, then statement uploads from that date onwards
• Fixed asset register and any accruals, held as journals or supporting schedules

A firm moving forty clients should not move them in one week. Group them by complexity, migrate a few simple ones first and refine your mapping before tackling multi-currency or multi-entity clients. The AI agent helps once each client is live, reading bills and matching uploaded statements, but the opening position needs a person to check it ties back to the old trial balance.

If you want help planning a bulk move, or a standard mapping for clients coming from a particular system, ask at /book-a-demo or hello@hellobooks.ai. Bulk migration support is agreed per request; tell us how many clients and which systems are involved.

One flat license covers your brand, unlimited staff and the firm console. Your clients stay on published HelloBooks plans, and your firm gets 20% off each one. Founding firms go live first on a firm subdomain; your own domain and email from your domain follow at full launch.