Migration Guide

Freshbooks to Xero

Step-by-step guide to migrate from Freshbooks to Xero in 2026. Everything you need for a smooth switch.

Hard difficultyPT8H6 steps

Quick Answer

How to migrate from Freshbooks to Xero: Hard difficulty, PT8H, 6 steps. Migrating from Freshbooks to Xero is a significant transition in the finance space.

Overview

Migrating from Freshbooks to Xero is a significant transition in the finance space. This guide covers every step of the process, from exporting your Freshbooks data to getting your team fully productive in Xero. Whether you're switching for better features, pricing, or team fit, a well-planned migration minimizes disruption.

Before You Start

Before starting your migration, audit your Freshbooks usage thoroughly. Document active projects, key integrations, custom configurations, and team workflows. Clean up unused data to keep your Xero workspace organized from day one. Notify your team at least a week in advance and designate migration leads for each department.

How to Migrate from Freshbooks to Xero

1

Export data from Freshbooks

PT30M

Use Freshbooks's built-in export tools to download your data. Most platforms offer CSV, JSON, or API-based export options.

2

Set up your Xero account

PT30M

Create your Xero workspace, configure settings, and set up the organizational structure to mirror your current setup.

3

Map features and data fields

PT30M

Review how Freshbooks concepts translate to Xero. Document the mapping for custom fields, statuses, and workflows.

4

Import data into Xero

PT45M

Use Xero's import tools, CSV upload, or a third-party migration service to bring your data from Freshbooks.

5

Recreate automations and integrations

PT45M

Review your Freshbooks automations, integrations, and custom workflows. Rebuild them using Xero's native automation features.

6

Verify data and train your team

PT30M

Check that all critical data transferred correctly. Provide training sessions and documentation to help your team adjust to Xero.

Feature Mapping: Freshbooks vs Xero

FeatureFreshbooksXero
PaymentsFreshbooks PaymentsXero Payments
InvoicingFreshbooks InvoicingXero Invoicing
SubscriptionsFreshbooks SubscriptionsXero Subscriptions
ReportsFreshbooks ReportsXero Reports
APIsFreshbooks APIsXero APIs

Data Transfer Checklist

Transfers successfully

  • Transaction history
  • Customer records
  • Invoice data
  • Product catalog

Needs manual work

  • Custom checkout flows
  • Webhook configurations
  • Reporting dashboards
  • Dispute resolution history

After Migration

After migrating, keep Freshbooks accessible for at least 30 days as a reference. Monitor team adoption and gather feedback on the Xero experience. Set up a dedicated help channel for migration questions. Track key productivity metrics to ensure the switch is successful.

Our Verdict

The migration from Freshbooks to Xero is complex but worthwhile with professional guidance. The biggest factor in a successful switch is thorough preparation and giving your team adequate time to adjust to the new platform.

Freshbooks to Xero Migration FAQ

A typical migration takes 1-2 days for the technical setup. Larger organizations with extensive data may need additional time. We recommend a 1-2 week transition period for full team adoption.
Most core data can be transferred using export/import tools. However, some platform-specific features like custom automations and plugin data may need to be manually recreated in Xero.
Yes, we recommend running both tools in parallel for 1-2 weeks. This gives your team time to adjust and ensures nothing is missed during the transition.
Both are strong options in the finance space. Xero may offer different strengths depending on your team's needs. We recommend evaluating your specific requirements and taking advantage of any free trial before committing.

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