Migration from Other Systems

Import your data from your current accounting system into Rebased. Bring your chart of accounts, opening balances, and outstanding invoices.

Overview

Choose migration if you are moving from another platform and want to bring your data with you.

The migration flow is report-based, not platform-locked. If your system can generate the required reports in a readable format, you can use this process.

Commonly used source systems:

• Xero
• MYOB (AccountRight, Essentials)
• QuickBooks Online
• Other platforms that can export equivalent reports

Step 1: Set Conversion Date

Go to: Settings → Accounting → Migration

The conversion date is when you start using Rebased. All data before this date becomes “historical” (represented by opening balances). All data from this date onwards is actively managed in Rebased.

What to do:

1. Open the Migration tab
2. Select your conversion date
3. Click Save

Tips:

• Choose start of a month or quarter for clean reporting
• Allow time for setup before the date (don’t pick today)
• Consider financial year boundaries (e.g., July 1 for AU)

Step 2: Import Trial Balance

The Trial Balance contains your Chart of Accounts and opening balances.

What to do:

From Xero:

1. Reports → Trial Balance
2. Set date to your conversion date
3. Export as PDF
4. Upload to Rebased Migration tab

From MYOB:

1. Reports → Accounts → Trial Balance
2. Set date to your conversion date
3. Print to PDF
4. Upload to Rebased Migration tab

From QuickBooks:

1. Reports → Accountant & Taxes → Trial Balance
2. Set date to your conversion date
3. Export as PDF
4. Upload to Rebased Migration tab

What happens:

• AI automatically reads accounts and balances
• You review and confirm each account
• Balances are imported as opening balances
• System accounts auto-detect

Step 3: Confirm Linked Accounts

Go to: Settings → Accounting → Linked Accounts

What to do:

1. Review system account mappings
2. Verify:
   • Accounts Receivable mapped
   • Accounts Payable mapped
   • GST/VAT accounts mapped
   • Sales and expense accounts mapped
3. Adjust any incorrect mappings
4. Confirm item defaults

Why this is required: Ensures imported invoices and bills use correct GL accounts for any journal entries that need to be created.

Step 4: Import Invoices

Optional but recommended. Import outstanding invoices so you can track who owes you money.

Important: Two-part import

The gap: Invoice List exports are filtered by date, so they won’t include invoices issued before the conversion date that are still unpaid.

Example:

• Conversion Date: 1 Oct 2025
• Invoice #123: Issued 15 Aug 2025, still unpaid
• Invoice List export: Won’t include #123 (before conversion date)
• Aged Receivables: Will include #123 → imported as pre-conversion outstanding

What to do:

Step 4a: Import Invoice List (first)

1. Export Invoice List from old system (conversion date → today)
2. Upload to Migration tab
3. Review detected invoices
4. Confirm import

Step 4b: Import Aged Receivables (second)

1. Export Aged Receivables report as of today
2. Upload to Migration tab
3. Review outstanding invoices
4. Confirm import

System automatically skips duplicates (invoices already imported in Step 4a)

Important Accounting Note

Aged Receivables import does NOT create journal entries. The accounting impact (Accounts Receivable balance) was already captured in your Trial Balance opening balances. This import is purely for tracking purposes — so you can see who owes you money and follow up on collections.

Step 5: Import Bills

Optional but recommended. Import outstanding bills so you can track what you owe suppliers.

Important: Two-part import

The gap: Bill List exports are filtered by date, so they won’t include bills received before the conversion date that are still unpaid.

Example:

• Conversion Date: 1 Oct 2025
• Bill #456: Received 15 Aug 2025, still unpaid
• Bill List export: Won’t include #456 (before conversion date)
• Aged Payables: Will include #456 → imported as pre-conversion outstanding

What to do:

Step 5a: Import Bill List (first)

1. Export Bill List from old system (conversion date → today)
2. Upload to Migration tab
3. Review detected bills
4. Confirm import

Step 5b: Import Aged Payables (second)

1. Export Aged Payables report as of today
2. Upload to Migration tab
3. Review outstanding bills
4. Confirm import

System automatically skips duplicates (bills already imported in Step 5a)

Important Accounting Note

Aged Payables import does NOT create journal entries. The accounting impact (Accounts Payable balance) was already captured in your Trial Balance opening balances. This import is purely for tracking purposes — so you can see what you owe suppliers and manage payments.

Step 6: Complete Migration

What to do:

1. Review all imported data
2. Verify balances match your old system
3. Check outstanding invoices/bills are correct
4. Click “Hide Migration Tab” when satisfied (optional)
5. Start using Rebased

Next Steps After Migration

After completing migration, Rebased analyses your Trial Balance and suggests next steps:

Connect Bank Accounts

If your Trial Balance contains bank accounts, you’ll see a card like this:

2 bank accounts detected in your Trial Balance

What to do:

1. Click “Go to Bank Page”
2. Add BSB and account numbers for each account
3. Connect a live feed (Pro) or import statements manually
4. Start reconciling from your conversion date

Live feed and migration: If you connect a live bank feed, transactions are imported from your conversion date onwards — matching the boundary of your migration. Pre-conversion transactions are represented by the opening balance from your Trial Balance import.

If you already have a manual account for the same bank, the system will detect it and ask if it’s the same account. If you confirm, the live feed starts from today instead of the conversion date, avoiding overlap with your manual account’s history.

Note (AU): Open Banking (CDR) consent allows up to 12 months of historical data. If your conversion date is more than 12 months ago, the live feed will import from the earliest date the bank can provide.

Set Up Fixed Assets

If your Trial Balance contains fixed asset accounts, you’ll see a card like this:

1 fixed asset account detected

What to do:

1. Click “Go to Fixed Assets”
2. Create asset types (e.g., Vehicle, Equipment)
3. Register the asset with purchase date and original cost
4. Set up depreciation schedule

Set Up Loans

If your Trial Balance contains loan accounts, you’ll see a card like this:

1 loan account detected

What to do:

1. Click “Go to Loans”
2. Add interest rate
3. Set up payment schedule (monthly/weekly)
4. Track principal vs interest payments

Hide the Migration Tab when you’re satisfied with the setup.

YTD vs Cutover Data

Understanding the Split

OLD SYSTEM (Pre-Migration)
─────────────────────────────
Invoices: Created with original dates
Bills: Created with original dates  
Bank: All transactions reconciled
Ending Balance: $50,000

         │ MIGRATION (Oct 15)
         ▼
         
REBASED (Post-Migration)
─────────────────────────────
Invoices: Imported with original dates
Bills: Imported with original dates
Bank Opening Balance: $50,000
Bank Cutover Date: Oct 15

Live bank feed syncs from Oct 15 (cutover_date) onwards

Key point: Pre-cutover bank transactions are NOT imported. They are represented by the opening balance, because they were already reconciled in your old system. If you connect a live bank feed, the system uses your conversion date as the cutover — transactions are only imported from that date forward.

Why This Matters

• Aging reports work — Outstanding invoices/bills keep original dates
• Bank reconciliation starts fresh — From cutover date only
• No double handling — Pre-cutover bank work stays in old system
• Clean transition — Clear boundary between old and new

AU-Specific Notes

GST and BAS

• GST codes import with your Chart of Accounts
• Opening GST balances transfer to Rebased
• First BAS in Rebased covers from conversion date
• Consider timing migration around BAS period end

EOFY Considerations

Migrating at financial year end (June 30):

• Cleanest transition
• All prior year data in old system
• Full year in Rebased

Migrating mid-year:

• Partial year data in both systems
• YTD reports span two systems
• Consider if you need historical reports

Account Code Differences

Rebased auto-detects accounts by name pattern, so numbering differences don’t matter.

Troubleshooting

Trial Balance won’t upload

Issue: “Unsupported format” or reading fails

Solutions:

• Ensure PDF is clear and readable (not image-only)
• Check PDF wasn’t corrupted
• Try re-exporting from source system
• Contact support for manual import

Accounts not importing correctly

Issue: Wrong account type or missing accounts

Solutions:

1. Review each account during confirmation step
2. Change account type if needed
3. Add missing accounts manually
4. Contact support for bulk corrections

Balances don’t match

Issue: Opening balances differ from old system

Check:

• Conversion date matches between systems
• All accounts included in Trial Balance
• No transactions recorded between TB date and migration
• Rounding differences (small variances normal)

Invoices not detected

Issue: AI doesn’t recognise invoice format

Solutions:

• Ensure PDF is clear and readable
• Check date format in export matches expected format
• Manually add critical invoices
• Contact support for format assistance

Bank reconciliation confusing

Issue: Don’t understand what to reconcile

Remember:

• Only reconcile from cutover date onwards
• Pre-cutover transactions represented by opening balance
• Bank feed starts from cutover date
• Opening balance should match bank statement at cutover

After Migration

Verification Checklist

• Chart of Accounts matches old system
• Opening balances are correct
• Outstanding invoices imported
• Outstanding bills imported
• System accounts properly mapped
• First bank reconciliation matches opening balance

First Steps in Rebased

1. Connect your bank — Set up a live bank feed (Pro) or import statements
2. Reconcile first month — Match bank transactions
3. Create new invoices — Start using Rebased for new sales
4. Record new bills — Enter supplier invoices
5. Run reports — Verify everything looks correct

Keeping Old System

Keep access to your old system for:

• Historical reporting (prior to conversion date)
• Audit trails
• Detailed transaction history
• Tax record keeping (typically 5-7 years)

Comparison with Fresh Start

Common Questions

Can I migrate from an unsupported system?

Contact support. We may be able to help with:

• CSV imports
• Custom migration scripts
• Manual account setup guidance

What if I only want to migrate some data?

You can skip any migration step:

• Trial Balance only (accounts and balances)
• Skip invoices/bills if not needed
• Manually enter opening balances later

Can I change the conversion date after starting?

It’s best to get this right before importing. Changing mid-migration requires starting over. Contact support if you need to adjust.

What happens to my old system?

• Keep it for historical records
• Cancel subscription after migration complete
• Export any reports you might need later
• Maintain access for audit/compliance

Related Pages

• Fresh Start Setup — For new businesses (no migration)
• Opening Balances — Setting starting balances
• Setup Checklist — Complete task list
• Getting Started — Onboarding overview
• Bank Reconciliation — Post-migration reconciliation

Last updated: March 31, 2026