Moving from Sage/Pastel or QuickBooks: a step-by-step checklist
Changing systems is mostly a data job and a timing job. Pick the right switch date, take clean exports, check every line before it lands, and keep the old system running until the new one agrees with it.
Before you start
- Pick a switch date at a period end, ideally a month or VAT period end.
- Close and reconcile the old books to that date: bank, debtors, creditors and stock.
- Clean up first: merge duplicate customers and products, and close what's finished.
What to export
- Customers and suppliers, with tax numbers, terms and contacts.
- Products, with codes, units, groups and prices.
- Stock counts per location at the switch date, with values.
- Open invoices for customers and suppliers, and the trial balance.
- Employees, their pay elements, and recent payslips.
Bringing it in
Import in order: customers and suppliers, products, prices, stock, then balances. Every file should be checked line by line before anything changes, and a second import of the same file shouldn't create duplicates.
Compare opening stock and balances with the old system's closing figures to the cent before anyone transacts.
Payroll in parallel
Run payroll in both systems for at least two months. Reconcile every employee's gross, PAYE, levy, NSSA and net, and explain each difference before paying anyone from the new system.
After the switch
- Keep the old system read-only for reference and audit.
- Review the first month's VAT return side by side with how you prepared it before.
This guide explains general practice. It isn’t tax or legal advice: confirm rates and choices with your accountant or payroll adviser.