Problems & fixes · Accounting software
Problems to expect when switching accounting software
Last updated 25 October 2026 · 2 sources listed · Reading time about 3 minutes
Short answer
Switching accounting software commonly exposes opening balance mismatches, orphaned open invoices and bills, chart of accounts mapping gaps, bank feed reconnection issues, lost attachments and history, and tax code differences. Plan the cutover at a period boundary, reconcile balances to a trial balance, migrate open items rather than all history where practical, and keep the old system accessible for audit and reference.
Who this is for: A bookkeeper, controller or owner planning to move from one accounting system to another and wanting to avoid errors in the books.
What to evaluate
Opening balance reconciliation
If opening balances do not match the last closed trial balance, every report afterward is suspect.
How to check: Compare the migrated trial balance to the final report from the old system line by line.
Open items transfer
Unpaid invoices and bills must carry over with correct dates, amounts, tax and terms so collections and payments continue.
How to check: Reconcile accounts receivable and payable subledgers to their control accounts.
Chart of accounts mapping
Different structures cause merged or split accounts, distorting comparative reports.
How to check: Prepare a mapping table and review it with your accountant before import.
Bank feed continuity
Reconnecting feeds can duplicate or omit transactions around the cutover.
How to check: Define the exact cutover date and verify the first reconciliation against the statement.
Tax code and rate mapping
Tax categories rarely match one-to-one, risking misreporting in filings.
How to check: Test sample transactions in each tax category and compare to your filing records.
History and attachments
Audit requests and disputes may need old documents and notes.
How to check: Confirm what migrates and archive the remainder in a retrievable format.
Comparison
| Approach | Good when | Watch out for |
|---|---|---|
| Opening balances only | Old history is archived elsewhere | Comparative reporting across the switch is harder |
| Balances plus open items | You need seamless collections and payments | Careful subledger reconciliation required |
| Full transaction history import | Comparative reports and audit continuity matter | Mapping errors replicate at scale |
| Summarized monthly history | Compromise for trend reporting | Detail not available for drilling down |
| Run in parallel for a period | High risk or complex operations | Double workload and potential divergence |
Decision worksheet
Rate up to three options against this guide’s own criteria. It runs in your browser and saves only on this device. It is a thinking aid, not a recommendation.
1. Have you checked each criterion?
0 of 6 criteria checked.
2. Compare options (0 = fails or unknown, 3 = meets it well)
| Criterion | |||
|---|---|---|---|
| Opening balance reconciliation | |||
| Open items transfer | |||
| Chart of accounts mapping | |||
| Bank feed continuity | |||
| Tax code and rate mapping | |||
| History and attachments | |||
| Total (max 18) | 0 | 0 | 0 |
Questions to ask before you commit
- Which data can be imported, and in what file formats?
- How are customer and supplier records, tax codes and opening balances handled?
- Can we do a trial import and repeat it?
- What support is provided during cutover and the first close?
- How do attachments and notes migrate?
- How do we retain access to the old system for audits?
- What is the plan if the first reconciliation fails?
Typical trade-offs
Migrating full history versus a clean start
- Upside
- Full history preserves comparative reporting.
- Downside
- It carries old errors and takes longer.
Cutover at year end versus mid-year
- Upside
- Year end gives a natural boundary.
- Downside
- It coincides with busy audit and tax work.
Parallel run versus direct cutover
- Upside
- Parallel run proves accuracy.
- Downside
- It doubles effort for a period.
Common mistakes
- Cutting over without a final trial balance. Freeze and capture the old system's closing reports first.
- Importing without cleaning duplicates. Merge duplicate customers and suppliers before loading.
- Forgetting recurring entries and templates. Recreate and test them.
- Ignoring staff training. Run practice sessions with sample data.
- Canceling the old subscription too early. Keep export copies and access for the required retention period.
Related questions
What is the most common cause of a failed reconciliation after switching?
Mismatched opening balances or open items entered with different dates. Even small timing differences in cutover cause bank reconciliation breaks. Prevent them by agreeing a single cutover date, importing open items rather than reissuing them, and reconciling control accounts to subledgers before posting new transactions.
How long should we keep the old accounting data?
Retention requirements depend on jurisdiction and record type, set by tax and company law authorities. Check with your accountant and the relevant authority. Keep an exportable archive of ledgers, documents and audit logs, since the old subscription may end before the retention period does.
Should we switch during the busiest season?
Generally avoid it. Choose a quieter period when staff can attend to reconciliation and training, and align with a period end to simplify balances. If a busy-period switch cannot be avoided, add support and consider running parallel for a short period.
How can we test the new system beforehand?
Create a sandbox company, import a copy of recent data, process typical transactions and run the reports your accountant uses. Compare outputs to the old system. Invite the people who will use it daily to try common tasks and report confusing steps before cutover.
Sources and further reading
These pages were reachable when we last checked. They informed definitions and rules referred to above; they do not endorse this guide. Where rules differ by country, check the authority for your location.
- Small Business and Self-Employed — Internal Revenue Service, retrieved 27 October 2026
- IFRS Foundation — IFRS Foundation, retrieved 27 October 2026
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