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Map a chart of accounts to a new one

Map your old chart of accounts trial balance to a new chart of accounts with a mapping table. See which accounts agree, and which need review.

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Someone typed

“show every quickbooks trial balance account matched to the xero chart through the mapping table, with Status "Agrees" when the mapping is clean, else unmapped, duplicate, or not mappable”

The agent read it as

show every QuickBooks trial balance account matched to Xero chart of accounts through Chart of accounts mapping table, with Status "Agrees" when the mapping is clean, else unmapped, duplicate, or not mappable

What the agent built

4 steps, each one an ordinary Mammoth step you can open and change.

File

QuickBooks trial balance

CSV export · 22 rows

File

Chart of accounts mapping table

CSV export · 23 rows

File

Xero chart of accounts

CSV export · 21 rows

Step

Count mappings

Step 1

Join

Add mapping

22 of 22 paired

Join

Add xero account

20 of 22 paired

Step

Set status

Step 4

Result

QuickBooks Xero mapping

22 rows · 2 flagged

Schedule

Runs when you say

Proposed

File
QuickBooks trial balance
CSV export · 22 rows
File
Chart of accounts mapping table
CSV export · 23 rows
File
Xero chart of accounts
CSV export · 21 rows
Step
Count mappings
Step 1
Join
Add mapping
22 of 22 paired
Join
Add xero account
20 of 22 paired
Step
Set status
Step 4
Result
QuickBooks Xero mapping
22 rows · 2 flagged
Schedule
Runs when you say
Proposed

Checked on the sample files: every step ran, 22 rows came out, and the join paired 22 of 22 rows; the join paired 20 of 22 rows.

Download QuickBooks trial balance sample (22 rows)QuickBooks: Reports > Trial Balance > customize date range > Export to Excel
Download Chart of accounts mapping table sample (23 rows)Spreadsheet maintained by finance team; imported as CSV into the mapping workflow
Download Xero chart of accounts sample (21 rows)Xero: Accounting > Chart of accounts > Export

What you get back

The result of that run, the rows to look at first.

QuickBooks Xero mappingSample data22 rows

20 agrees1 duplicate1 not mappable

QB account number	QB account name	Mapped Xero code	Xero account name	Status
1,400	Deferred rent	·	·	Not mappable
5,300	Marketing expense	·	·	Duplicate
1,000	Cash and cash equivalents	100	Main bank account	Agrees
1,100	Accounts receivable	110	Trade receivables	Agrees
1,200	Prepaid expenses	120	Prepayments	Agrees
1,300	Inventory	130	Stock on hand	Agrees
1,500	Property and equipment	150	Fixed assets	Agrees
1,600	Accumulated depreciation	160	Accumulated depreciation	Agrees
2,000	Accounts payable	200	Trade payables	Agrees
2,100	Accrued payroll	210	Wages payable	Agrees
2,200	Sales tax payable	220	GST payable	Agrees
3,000	Owner's equity	300	Share capital	Agrees

22 rows in the result · 12 shown, problems first. Sample data: illustrative figures, not business results.

How do you map a chart of accounts to a new one?

Export the trial balance from QuickBooks and the chart of accounts from Xero. Load both files, add the mapping table, then match each old account to a new Xero account. Rows that do not match stay unmapped, duplicate, or not mappable, so you can list the accounts that still need work.

How it works

How to use the QuickBooks Xero mapping workflow

1Get early accessWe invite people in small batches, job by job. You'll land on this workflow, already built and checked on the sample files.
2Swap in your exportsUpload your own files as they come out of your tools. The agent checks the workflow on your rows.
3Change it in words, then turn it onSay what to change and see the new result before anything saves. Then choose when it runs.

QuickBooks Xero mapping: questions

Which export should you use?

Use a QuickBooks trial balance export for the old accounts and a Xero chart of accounts export for the new accounts. Add the mapping table export if you already keep the account links in a separate file.

What happens to rows that do not match?

Rows that do not match keep a status that shows why they were not matched. They can stay unmapped, be marked duplicate, or be marked not mappable.

How do you change the mapping rules?

Edit the mapping words in the table, then run the steps again. You can change which old account points to which new account, and the status updates from the new rules.