Migrate and Map your Chart of Accounts from QuickBooks Online and Xero

When you set up a client coming from QuickBooks Online, QuickBooks Desktop, or Xero, Propio walks you through a complete migration: choose your import method, set your historical and accounting start dates, then configure, customize, and map the chart of accounts. This guide covers the full migration flow for all three sources.

This guide covers QuickBooks Online (direct connection) and Xero, which follow the same path. QuickBooks Desktop uses a CSV upload — the chart of accounts wizard that follows is identical, but the import step is different.

Before You Start

• This flow runs as part of new client setup — you'll reach it at the Connect Ledger step automatically after creating the client profile.
• For QuickBooks Online (Quick Import) or Xero: have your login credentials ready to authorize the connection.
• For QuickBooks Online (Full Import) or QuickBooks Desktop: export your CSV files from QuickBooks before starting.

Steps

1. Select Your Import Source and Method

After creating the client profile, the setup flow lands on the screen Connect Ledger > Setup propio. Choose the row that matches your client's ledger:

• Start fresh — No import. Starts with a blank Propio ledger. Covered in the article Create and Set Up a New Client. 
• Import from QuickBooks Online — Two options:
  • Quick Import — Auto-connects to QBO and imports monthly journal entry summaries. Fast setup, but less granular.
  • Full Import — Upload a CSV export for transaction-level detail. More steps, but gives you complete data.
• Import from QuickBooks Desktop — CSV upload flow for QBO Desktop clients.
• Import from Xero — Connects directly to Xero via OAuth.

2. Connect or Upload

For Quick Import (QBO Online or Xero):

1. Propio opens the authorization screen. Log in and authorize the connection.
2. Select the company you want to migrate from the list.
3. Wait a few seconds while Propio imports the chart of accounts.

For Full Import (QBO Online CSV or QBO Desktop):

1. Upload your Account Listing CSV.
2. On the next screen, upload your Journal Report CSV.
3. Wait for Propio to process the files.

3. Set Your Dates

After the initial import, configure the two dates that define how historical data flows into Propio.

• Import Start Date — How far back Propio pulls your historical data. Establishes opening balances. Data before this date is not imported.
• Accounting Start Date — When the Propio ledger officially takes over. Transactions from this date forward are processed in real time. Data between the two dates is imported from the source ledger as historical context.

The Import Start Date must always be at least one day before the Accounting Start Date.

1. Drag to set the Import Start Date.
2. Drag to set the Accounting Start Date.
3. Click Confirm.

4. Configure: Add Account Groups

1. Review the available account groups. Toggle on any that apply to this client — for example, payroll, inventory, or construction. These are off by default.
2. Click Next.

5. Customize: Review and Add Sub-Accounts

1. Review the chart of accounts generated for this client.
2. Add sub-accounts as needed — click Create Subaccount, enter a name, and click Save.
3. Click Next when done.

6. Map: Match Source Accounts to Propio

1. Propio's AI starts automatically — the Mapping Your Accounts screen shows progress as each account is matched.
2. Wait for mapping to complete (typically under 2 minutes). If it takes longer than 40 seconds, a Skip and map manually button appears.
3. Once complete, review the mapping table. Each row shows your source account on the left and the matched Propio account on the right.
4. For any account Propio flagged as unmatched, click Create Subaccount to create it in Propio and assign it.
5. Adjust any mappings that look wrong using the dropdown in the Propio account column.
6. Click Finalize Import.

7. Connect the Bank Account

As the final setup step, invite your client to connect their bank accounts or add them manually. See Recommended Process for Getting a Client to Connect Their Bank Account for the full playbook.

Tips

💡 Quick Import vs. Full Import for QBO Online. Quick Import is the right choice for most clients — it connects in seconds and covers what you need for ongoing bookkeeping. Choose Full Import when you need a complete transaction-level history, such as for a detailed historical audit or a complex migration.

💡 The Import Start Date sets your opening balances. Choose the earliest date you need for accurate financial statements — usually the start of the prior fiscal year.

💡 Unmatched accounts won't block you from finalizing. Propio flags them so you can create the corresponding sub-accounts before clicking Finalize Import. You can also return to the Chart of Accounts page to adjust mappings at any time after finalizing.

💡 Xero follows the same steps as QBO Quick Import. The OAuth flow, date setup, and three-step wizard are identical for both.

Common Issues

Automapping stopped but not all accounts are mapped.
Click Skip and map manually and finish the remaining accounts from the mapping table. This is expected for clients with large or unusual charts of accounts.

The Import Start Date won't go as far back as needed.
The Import Start Date must be at least one day before the Accounting Start Date. Adjust the Accounting Start Date first if you need more historical range.

Mapping looks wrong after finalizing.
Go to the client's Chart of Accounts page, find the account, and update the mapping from there.

Related Articles

• Create and Set Up a New Client
• How Propio Handles Equity by Entity Type
• Recommended Process for Getting a Client to Connect Their Bank Account