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If your existing records are paper-based — and I mean anything from a shoebox through to comprehensive documentation — gather the records and identify what needs to be entered into Xero. Use the last confirmed trial balance, which may be from the last time an accountant prepared financial records, as a basis for your chart of accounts (see the section ‘Confirming the switchover date’, later in this chapter, for more). It is like piecing together a jigsaw puzzle — once you start entering data into Xero, records should fall into place easily.

Moving from paper records to a computerised system is labour-intensive. All that data entry! Only enter what needs to be entered — if you’ve a historical list of clients, for example, don’t feel like they all need to be entered; simply enter them on an as-needed basis.

An alternative to entering data yourself is an extracting solution such as Dext, where scanned receipts are uploaded and analysed, and data is extracted and pushed into Xero. (Refer to Chapter 2 for more information on manually entering data into Xero, and see Chapter 16 for more on extracting solutions.)