Migration
Part of Accounting software costs and contracts
Budgeting for setup and historical data conversion
Scope historical records, setup work, staff time and completion checks before pricing an Australian accounting software conversion.
Budget supplier work by package: source preparation, system configuration, conversion, checking, training and corrections. Keep supplier charges, business-side time and optional work separate, then total priced items and clearly labelled estimates.
Decide which records must be usable in the new system and which can remain in an accessible archive. Name who checks the opening position and unpaid-item lists.
Define the deliverables before requesting a quote
State the changeover date and each business file in scope. Many businesses choose the start of a new BAS/GST period or financial year; MYOB’s DIY move from QuickBooks to MYOB guide advises locking in the date 2 to 4 weeks before switching.
Specify whether the new system needs opening balances, unpaid invoices and bills, comparative figures or detailed historical transactions. A brought-forward balance does not make an older invoice searchable in the new ledger.
For a QuickBooks-to-MYOB move, MYOB describes DIY support or help from a migration partner, accountant or bookkeeper. Not everything can be moved: some information may stay in QuickBooks or be saved in reports, and unpaid invoices may need manual entry. Transaction importing is available only when moving to AccountRight.
Set out the record types, periods and files priced, and state assumptions about source-data quality and what your business will provide. List exclusions such as cleanup, attachments, manual entry, archive work, adviser review, training and corrections. Ask for separate prices for excluded tasks you may need.
MYOB vs QuickBooks: Data Migration Capabilities
- Transaction Import Availability
- Only available when moving to AccountRight (MYOB)
- Unpaid Invoices Handling
- May require manual entry in new system
- Historical Transaction History
- Depends on financial year the file has been rolled to
- Support Options
- DIY move, migration partner, accountant or bookkeeper
Budget the difficult items
| Work package | Scope and effort to quote | Price detail to record |
|---|---|---|
| Source preparation | Reconciliation and open-item work before the cut-off; identify the owner and expected business-side effort. | Supplier fee, if applicable, and staff time separately. |
| Records and archive | Dated reports, transaction detail and supporting documents to retain. | Cost of included archive work and any separately priced work. |
| Configuration | Accounts, contacts, users, bank connections and reviewed GST settings. | Included setup tasks, fee and any extra-work rate. |
| Conversion | Records to import, enter manually or leave in the archive. | Fee and estimated effort for each record type and period. |
| Checking | Who checks the opening position and unpaid-item lists against source records, and what evidence confirms completion. | Included checking work and price for any additional checks. |
| Training and corrections | Training, rejected items, staff questions and the first reporting cycle. | Included support, extra-work rate and the basis for any further charges. |
As one published price reference, Jetconvert lists setup at $120 and displays per-conversion figures of AU $110, AU $330 and AU $550. Its Accelerate Xero Journey is listed at $650, or $430 with Xero’s subsidy.
Jetconvert lists current plus previous financial year historical transactions for Standard and up to two additional financial years of transactional history for Accelerate. The available history from MYOB files depends on the financial year the file has been rolled to, so compare history and other inclusions before using a price as a planning figure.
Save dated source reports before the move: a trial balance, balance sheet, profit and loss, aged customer and supplier lists, and relevant bank and GST reports. Ask the accountant to review uncertain opening figures and GST setup.
Ask whether each package is fixed-price or billed by time. For time-based work, request estimated hours and the applicable rate. Have the quote state the source-data assumptions and when extra charges apply.
For any estimate in your budget, label whether the figure includes or excludes GST, as business.gov.au advises. Confirm the GST treatment and inclusions of supplier prices before adding them to the total.
The quote should itemise the work and prices, state its payment terms and validity date, and include its terms and conditions. Business Queensland distinguishes a quote from an estimate: an estimate is a rough guide and is not legally binding, while an accepted quote can form part of a legally binding contract.
Before accepting, check that the written quote identifies the supplier and your business, the agreed changeover date, every priced deliverable, periods and record types, assumptions, exclusions and business-side tasks. It should also state the total price, the fixed-price or time-and-rate basis, and the completion checks and evidence you will receive.
Keep the accepted quote as the written record of the agreed work. Agree how changes will be priced and how to distinguish a conversion defect from a change in scope. Include training and corrections for the first reporting cycle in the priced work or exclusions.
