Moving from Xero, MYOB or QuickBooks to 4invoices
A realistic look at switching a small business to 4invoices for invoicing: what you keep in your old software, what you re-enter and what 4invoices does not do.
4invoices is an invoicing tool. It creates invoices with a tax rate on each line, works in any currency with an exchange rate, and gives you a PDF for each invoice. It is not accounting software. It has no import from Xero, MYOB or QuickBooks, no bank feeds and no connection to the ATO. If you use one of those products for bookkeeping, payroll and BAS, keep it for those jobs. If you only need to issue invoices, you can start using 4invoices with a six-month free trial and no card, and enter your customers and items by hand or by copying them across. Whatever you do, the ATO requires you to keep your tax records, including invoices and BAS records, for five years. Do not cancel your old software until you have exported everything you need.
- 4invoices has no import, sync or integration with Xero, MYOB or QuickBooks.
- It creates invoices and PDFs. It does not do bookkeeping, payroll or BAS.
- You must keep tax records for five years, whatever software you use.
- Export reports and invoice PDFs from the old software before you close an account.
How it works
Decide what you want to replace. If you only need invoicing, you can run 4invoices for that and keep the old software for the ledger. If you want to close the old software, first arrange another way to do your bookkeeping and BAS.
Export from the old software. Download your customer list, your item list, open invoices and reports as files. Also download PDF copies of past invoices you may need again.
Enter the data you need in 4invoices. Add customers with their ABN, add your ABN and bank details, and set the GST rate for each item or line.
Pick a start date. Many businesses switch at the start of a BAS quarter. Issue invoices from the old software before that date and from 4invoices after it. Keep invoice numbers unique.
Keep the old records. Store the exports safely for at least five years. Your tax agent can tell you exactly what to keep.
Legal references
- Australian Taxation Office - record keeping rules, including the five-year retention period for tax records.
- Income Tax Assessment Act 1936, section 262A - obligation to keep records that explain your transactions.
- A New Tax System (Goods and Services Tax) Act 1999 - GST records, including tax invoices issued and received.
Frequently asked questions
Can I import my Xero, MYOB or QuickBooks data into 4invoices?
No. 4invoices has no import tool and no connection to those products. You enter customers, items and invoices yourself.
Will I lose my history if I stop paying for my old software?
You can lose access to it. Export invoices, reports and your BAS records first. The ATO expects you to keep tax records for five years.
Can 4invoices prepare or lodge my BAS?
No. 4invoices does not prepare or lodge a BAS and does not connect to the ATO. Use accounting software or your tax agent for the BAS.
Can I try 4invoices before I switch?
Yes. There is a six-month free trial and you do not need a card. Use it to issue a few invoices and check that the PDF suits your needs.