Migrating to Zoho Books from your existing system

This document aims to make the migration process from your current accounting system to Zoho Books smooth and error free. Let’s take a look at what you need and how to go about it.

Guide Layout:

Configuring your Organization Profile

Before you actually start using Zoho Books, you must configure your Organization Profile. Here’s how:

Edit Organization Profile

Updating the Opening Balances

While switching from your old accounting software, you will have to ensure that you’ve brought in all your previous accounts to Zoho Books. This means you will have to import all your previous inventory levels, sales and purchase details, customers and vendors, income and expense statements, miscellaneous journal entries and a lot more.

You will have to generate a Trial Balance to identify all the debit and credit balances of your accounts and enter them in Zoho Books. To enter your opening balances:

Read our detailed guide on Opening Balances to ensure that you do not miss out any details.

You may have to make adjustments to your opening balances if you have already imported your invoices, bills, expenses, payments etc. into Zoho Books. This is to ensure that all your accounts are balanced. Debits and credits should usually match and there should be zero balance. If there are differences between the two, it will be shown in the Opening Balance Adjustments account.

Adding Taxes

In Zoho Books, you have to enable the tax settings of your organization to be compliant with VAT. If you have not enabled it during your organization setup process, here’s how to do it:


As per the VAT regulation, two tax rates are applicable:

To add additional taxes:


Exporting Data from Previous System

You can export the data from your existing accounting system and import it into Zoho Books. Here’s how:

Zoho Books supports only CSV, TSV and XLS file formats and you must ensure that the data is exported in any one of the supported formats.

Importing Data into Zoho Books

In Zoho Books you have the option to import data from your computer to speed up the data collation process inside every module.

Importing Chart of Accounts

Import the Chart of Accounts of your previous accounting system to set up all the accounts in Zoho Books. To import:

You can download a sample file to view the format for the import.

Importing Modules

You can import modules such as Contacts, Items, Estimates, Invoices, etc. into Zoho Books either in CSV, TSV or XLS format.

Import Contacts

For any of the above modules, you can download a sample file to check the file format of import.

Adding Bank or Credit Card Accounts

After you’ve imported the transactions of various modules into Zoho Books, you can add your bank accounts and credit card accounts in the Banking module and match or categorize the imported transactions for your bank reconciliation.

To add a new bank account or credit card account:

Add Bank account

Updating Opening Balances for a Bank Account

Next, you must enter the Opening Balance for this account. To do so:

Importing Bank Feeds

Now, navigate to the bank account in your Banking module. If you’ve linked your Zoho Books bank account to your bank’s website, the bank feeds which are upto 90 days old will be fetched into the account.

If you want to fetch the feeds which are beyond 90 days old, you can import them manually. To import:

Note: You can download a sample file to check the format of the fields.

Check the box Save these selections for use during future imports if you want to use similar settings for future imports.

Next, you can match or categorize the feeds with the transactions that you’ve imported for the other modules. Learn more about Matching and Categorizing Transactions.


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