Plan a move to new accounting software
Builds a migration plan with data mapping, cutover date, opening balance checks, and parallel testing so nothing is lost.
The prompt
Help me plan a migration to new accounting software.
From / to: [e.g. "QuickBooks Desktop to Xero", "spreadsheets to QuickBooks Online", "QuickBooks Online to NetSuite"]
Entities, currencies, users: [DETAILS]
What lives in the old system: [GL history, open AR/AP, inventory, fixed assets, payroll, classes/departments, attachments]
Integrations: [bank feeds, payroll, billing, ecommerce, expense tools]
Preferred go-live: [DATE - ideally a month, quarter, or year start]
How much history to bring: [full transactions / summary balances only / X years]
Cover:
1. Key decisions: conversion date, detail vs. summary history, and what stays archived in the old system (and for how long, for audit and tax record retention).
2. Data mapping: chart of accounts, customers, vendors, items, tax codes, tracking categories - with a cleanup step before migrating.
3. Opening balances: trial balance as of the conversion date, open invoices and bills, unreconciled bank items, and how to avoid double-counting AR/AP.
4. Testing: run one month in parallel or test entries; tie out trial balance, AR and AP aging, and bank balances between systems.
5. Cutover: freeze date, integration switch-over, user setup and permissions, training.
Return:
1. A phased plan with tasks, owners, and dates.
2. A tie-out checklist for go-live (every check must reconcile to the cent).
3. Top risks and how to mitigate them.
Mark tool-specific features I should verify with the vendor as [CHECK VENDOR DOCS].
Highlighted [brackets] are blanks to replace with your own details.
Fill in the blanks and use this promptMore Projects & Operations prompts
What to fill in
- DETAILS
- bank feeds, payroll, billing, ecommerce, expense tools
- DATE - ideally a month, quarter, or year start
- full transactions / summary balances only / X years
- CHECK VENDOR DOCS
How this prompt is built
This prompt follows the RTF structure (Role, Task, Format). RTF tells the model who to be, what to do and what shape the answer should take. It is the quickest structure that still gives noticeably better results than a bare request.
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