Moving from Xero or MYOB to 4invoices
A practical checklist for a New Zealand business that wants to issue its invoices from 4invoices, and what stays in your accounting software.
4invoices is an invoicing tool, not an accounting system. It has no direct connection to Xero, MYOB or any other accounting platform, and it does not import from them. If you move your invoicing over, you do it by hand: export your customer list and your open invoices from your old system, then create new invoices in 4invoices. Keep your old system, or an export of it, for your record-keeping period. Inland Revenue requires tax records to be kept for seven years. Ask your accountant before you cancel a subscription, because your GST returns and workings may live there.
- There is no automatic import or integration with Xero or MYOB.
- Export your customer list and open invoices before you switch.
- Keep your historical records for at least seven years.
- Start on a clean date, such as the first day of a GST period.
How it works
Export your customer list, your item list and your open invoices from the old system, as spreadsheets or PDFs.
Keep reports for past GST periods. Your accountant may still need them for returns.
Choose a start date. The first day of a GST taxable period keeps things clean, because your taxable periods follow your balance date.
Create new invoices in 4invoices from the start date. Set the GST rate on each line and the currency and exchange rate if you invoice overseas.
Finish collecting on old invoices in your old system. Do not issue the same invoice from both systems, so numbering stays unique.
Legal references
- Tax Administration Act 1994 — requires business tax records to be kept, generally for seven years.
- Inland Revenue, GST guide (IR375) — GST record keeping and taxable periods.
Frequently asked questions
Does 4invoices import data from Xero or MYOB?
No. There is no import and no integration. You export from the old system and re-enter what you need. 4invoices has no named integrations.
Can I cancel Xero or MYOB straight away?
Ask your accountant first. You must keep tax records for seven years, and your GST returns may be prepared in that software. Export what you need before any subscription ends.
Does 4invoices file my GST return or connect to IRD?
No. 4invoices does not connect to Inland Revenue or file returns. It creates invoices with GST per line. Your GST return is filed in myIR or through your accounting software or accountant.
Should I run both systems in parallel?
Avoid it for long. Two systems mean two customer ledgers and a higher chance of duplicate invoice numbers. Pick a start date, issue new invoices from one place, and keep the old system as an archive.