Choose the part of Swift you are interested in. The conversion questions cover moving accounting data into Xero. The JournalFlow questions cover recurring Xero data entry automation.
Every conversion is a little different. These answers cover the questions that come up most often before Swift reviews the source data and confirms the scope.
Swift has completed conversion work involving Sage, QuickBooks, Acumatica, Adagio, Sage MIP, Dynacom and Xero itself. Each project still needs to be reviewed individually. Previous experience with a system does not mean every version, file or data set follows the same conversion path. If you use something different, usable reports, exports, backups or other source data may still provide a practical route.
Swift can provide a private project file portal for sending source files, reports, backups and other conversion documents. Files can also be shared back through the portal when needed during the project.
Swift reviews the source and your requirements first. The scope can then confirm what history will be moved, what cleanup or structural changes are wanted, and whether anything needs special handling.
They depend on the source, the amount and condition of the data, the history required, and any cleanup or special handling. Swift reviews the project before confirming the scope, price and timing.
Yes. The conversion can use an agreed new chart of accounts rather than simply reproducing the old structure. Accounts can be combined, renamed or renumbered, and historical transactions can be brought forward using the agreed structure where appropriate.
In many cases, yes. Tracking can sometimes be created from reliable information already present in the source, such as departments, locations, source account codes or other useful distinctions. This can be especially helpful when old accounts are being combined or retired. The tracking rules should be agreed before the conversion is finalized.
They can be included in suitable projects. Whether attachments are brought across depends on the source, what is available, and the agreed scope of the conversion.
Yes, that can be the goal. Historical transactions and their attachments can be brought into the new organization as part of the agreed conversion, using the new account structure where appropriate, so the old organization can be retired once the move is complete.
In some projects, yes. Swift can set up the agreed accounts, contacts and starting information, establish a cut-off date, and let you begin working in the new organization while older history is still being prepared or cleaned up for import.
Normal day-to-day use can continue, but changes to the account structure, tracking or other setup may affect the remaining historical conversion. It is best to let Swift know before making structural changes until the historical import is complete.
Sometimes. Existing data makes the work more involved, so importing into an already-live organization needs separate review rather than being treated as the default conversion path.
No. Some conversions are prepared and reviewed before the new organization becomes the working file. In others, day-to-day work can begin first and older history can be added afterward as it is completed.
Yes. Swift has completed several multi-currency conversions into Xero. The approach depends on the source system, the currencies involved, the history being moved, and how the old system handled exchange differences.
Yes. Swift has completed Xero-to-Xero conversions where a new organization was needed for a base-currency change.
That does not automatically rule out a conversion. If useful reports, exports, backups or other source data are available, Swift can review what you have and assess whether a practical path exists.
Service items, untracked items and related opening information can often be included where appropriate. More involved tracked-inventory history needs separate review because the source and destination may handle inventory differently.
JournalFlow is a managed Swift service. Swift sets up, tests and supports the automation; you keep sending the documents, reports or spreadsheets you already use.
JournalFlow can be set up for repeatable Xero data entry from invoices and business documents, recurring reports from business systems, and bookkeeping spreadsheets, summaries or adjustments. Spreadsheet-style sources can include Excel workbooks, CSV files and HTML tables. The important part is that the source information and the Xero result can follow an agreed process.
Yes. One submission can contain several reports, documents or dates that are part of the agreed setup. JournalFlow can keep unrelated work separate and combine related files when the agreed setup says they belong together.
Yes, when the agreed setup calls for it. For example, the current Inventory / Cost of Goods Sold (COGS) example can combine related files from the same date into one Xero manual journal. See the COGS example
Yes. Depending on the agreed setup, one source can create several related Xero records. A daily sales setup, for example, can create invoices, credit notes and payments and apply payments or credits to the related invoices.
After processing, JournalFlow emails a readable Processing Receipt to the sender and any other chosen recipients. It shows what happened to the files, what Xero records were created, what was already processed, and what needs attention.
If the source changes enough that JournalFlow no longer recognizes it, or required information is missing, processing stops for attention rather than guessing. The Processing Receipt tells you what needs review, and Swift can then assess what changed.
JournalFlow can recognize the exact same previously processed file and avoid creating the Xero entry again. A newly generated file may be treated as a different file even when the visible information looks similar.
Yes, when that is part of the agreed attachment setup. Source and selected supporting files can be kept in Xero Files and attached to records JournalFlow creates.
JournalFlow adds references that help connect created Xero records back to the source work and Processing Receipt. Swift can configure the reference format as part of the setup.
No. JournalFlow is a managed service. Swift sets up, tests and supports the automation for you.
Yes. A client can use a separate Xero organization for testing, with the relevant chart of accounts and tracking categories, so sample files can be processed and the created Xero records reviewed before the automation becomes routine.
Swift can work through the desired accounting result with you and the person responsible for the accounting as part of the project. Once the result is agreed, it becomes part of the setup.
Whether it is a conversion or recurring JournalFlow work, the easiest way to answer a question is often to look at the actual source and the result you need.
