Introduction
I recently had a consultancy call with a client who was, to put it mildly, pretty fed up. They weren’t a brand-new startup; they were an established, successful business that had just migrated to Xero.
Their problem wasn’t that they couldn’t find the buttons. It was that they were trying to force Xero to behave exactly like their old software.
When you’ve spent years in a specific accounting system, you develop “muscle memory.” You expect certain screens, specific controls, and a very particular way of handling your books. It’s like trying to speak French using English grammar rules … you might get the words out, but it’s going to be a messy, confusing experience for everyone involved
So when you land in Xero, the natural instinct is to recreate those comfortable workflows. And that’s where the trouble starts.
Stop Fighting the Logic
When you try to recreate old workflows inside a new system, you end up creating “workarounds.” You overcomplicate things and add extra steps just to make the screen look like what you’re used to. And eventually, you feel let down by the whole experience.
That’s when I hear comments like:
- Why doesn’t Xero handle clearing accounts like XYZ?
- The reconciliation screen feels ‘off’ compared to XYZ.
- Why can’t I journal directly to Trade Payables like I did in XYZ?
Here’s the thing: Xero isn’t designed to be a clone of QBO, MYOB, Sage or your spreadsheets. It’s built with its own unique logic and its own way of handling your numbers. Trying to make Xero behave like your previous accounting system is like trying to drive a car using bicycle pedals: you’re essentially fighting the tool you’re paying for.
The Mindset Shift That Changes Everything
The Big Shift that makes the difference is this:
Your job isn’t to make Xero act like your old system. Your job is to understand how Xero is designed to work, and then decide whether your business can benefit from that approach.
Instead of asking, “How do I make Xero do what my old software did?” start asking, “How does Xero handle this, and how can my business benefit from that?”
It’s a subtle change in framing, but it completely transforms your experience.
When Xero Isn’t the Right Choice (And That’s Okay)
To be completely fair: moving to Xero isn’t always the right decision.
There are absolutely industries, workflows, and situations where another platform is simply a better fit. Sometimes the smartest choice is to stay with the software you already know inside and out. And sometimes the right decision is to accept that Xero works differently, and lean into that difference rather than resist it.
Choosing to stay put or choosing to adapt isn’t a failure, it’s just good decision-making. But you can only make that call once you stop comparing the two systems based on how well one copies the other.
The Challenge
The technical migration to Xero is usually the easiest part. Data imports, user setup, bank feeds: those are straightforward. But I’ll say that again: the software change is easy; it’s the mindset change that challenges people most.
If you’re moving to Xero, or thinking about it, my advice is simple:
- Pause 🛑 Take a deep breath.
- Let go of the “how we used to do it” for a moment.
- Take the time to learn what Xero is actually built to do 💻 … objectively and not through the lens of your previous system.
- Once you understand its internal logic, then decide whether that approach genuinely fits your business needs.
That mindset shift alone can save you enormous amounts of time, frustration, and unnecessary disappointment.
Final thoughts
Xero isn’t broken because it doesn’t work like your old software, it’s just different by design. The frustration you’re feeling likely isn’t a software problem; it’s the friction between expecting one thing and getting another.
Once you stop trying to recreate the past and start exploring what Xero is built for, you’ll either discover it’s exactly what your business needs … or you’ll realize another platform serves you better. Either way, you’ll make that decision from a place of clarity rather than frustration.
Don’t try to make Xero a clone of your previous accounting software. Success comes from understanding Xero’s unique logic first, then deciding if that new approach helps your business grow.
I believe in You: you’re a champion 🏆
PS: If you’d like to learn more about Xero’s functions, please check out the other blog posts by 👉 CLICKING HERE.
