To migrate from Clear Books to Zoho Books in Australia, export customers, suppliers, the chart of accounts and opening balances, map UK-style VAT codes to Australian GST codes, import into Zoho Books, reconcile against your trial balance, and cut over at the start of a BAS period.
Clear Books is a cloud accounting product designed around UK practice, so Australian businesses that inherited it from a UK parent, or started with it, often face awkward tax codes when BAS time arrives. Moving to Zoho Books lets you work with GST, bank feeds and local reporting. This guide walks through a careful migration.
Key takeaways
- The biggest task is mapping UK-style VAT codes and accounts to Australian GST treatments.
- Export masters and a trial balance first, then decide how much history to bring across.
- Align the cut-over with the start of a BAS reporting period to keep reconciliation simple.
- Keep the old system read-only for a defined period for audit and queries.
- Confirm GST, STP and super set-up with your registered agent or accountant.
1Why do Australian businesses leave Clear Books?
Common reasons are local tax fit, support hours and integrations with Australian banks, payroll and e-commerce tools. A product built around UK conventions can need workarounds for GST and BAS. Zoho Books supports GST handling and multi-currency, which helps firms with overseas parents. Our Clear Books to Zoho Books migration page outlines our approach, and our Zoho Books Australia service covers the wider set-up.
Tax fit
GST codes, BAS reporting and ABN fields match local practice.
Integrations
Australian banks, payment providers and e-commerce tools connect more easily.
Group reporting
Multi-currency lets you report to a UK or other overseas head office.
2What can be exported from Clear Books?
You can generally export customers, suppliers, the chart of accounts, items, trial balance and transaction reports as spreadsheets or CSV files. Check the current export options inside your Clear Books account, as available formats can change. Plan to collect aged receivables and payables, bank reconciliation reports and fixed asset registers, because those support opening balances.
- Customer and supplier lists with contact and ABN details.
- Chart of accounts and account codes.
- Trial balance at the cut-over date.
- Aged receivables and payables.
- Fixed asset register and depreciation schedule.
3How do you map VAT codes to Australian GST?
Create a mapping table that links every old tax code to a Zoho Books GST treatment, such as taxable, GST-free or input-taxed, and have your accountant approve it. VAT categories and GST categories do not match one to one, so guessing is risky. Rules and classifications are set by the ATO, so confirm treatments for unusual supplies. See our guide to GST and BAS filing for the reporting side.
| Old code type | Likely GST treatment | Check with accountant |
|---|---|---|
| Standard-rated sales | Taxable at GST rate | Yes |
| Zero-rated sales | GST-free, if the supply qualifies | Yes |
| Exempt items | Input-taxed, if applicable | Yes |
| Overseas purchases | Depends on the supply | Yes |
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4How much history should you bring across?
Most businesses bring masters, opening balances and open invoices, then archive older detail as reports. Re-entering full history is slow and can introduce errors. If you need comparative reports, import monthly summary journals for the previous period. Whatever you choose, document the decision so your auditor knows where to look.
5When should you cut over, and what about payroll and super?
Cut over at the start of a BAS period so GST for the period lives in one system. Payroll, Single Touch Payroll and superannuation are separate topics, so decide whether payroll changes at the same time or later. Our payroll, super and STP service explains the options. Check current ATO requirements with your registered agent before you move any pay run.
6What does a realistic scenario look like?
Picture a generic Sydney distributor owned by a UK group. It has used Clear Books for years, but its BAS preparation relies on manual adjustments. The team exports masters and a trial balance, agrees a GST mapping table with the accountant, imports to Zoho Books and runs both systems for a month. After reconciling, they lock the old ledger and move on. This is an illustrative, anonymised example, not a client story.
7How do you test and go live?
Test by comparing trial balances, receivables and payables between systems, then posting sample invoices and bills. Train users, take backups and keep the old account read-only. If you are comparing alternatives, our Xero to Zoho Books notes explain a similar path, and the ERPHUBs Australia blog has more. Book a free consultation with ERPHUBs, an independent Zoho Authorized Partner, and we will plan your move.
Clear Books to Zoho Books Migration
Plan, map and migrate your ledger to Zoho Books with GST-ready settings.
Frequently asked questions
Yes. Export masters, trial balance and open items, map tax codes, import into Zoho Books and reconcile before switching. Historic detail is usually archived as reports.
Zoho Books supports GST settings and reports used in BAS preparation. Always have your registered agent confirm settings and the current ATO requirements for your situation.
A small ledger can move in a couple of weeks. Larger ledgers with fixed assets, many tax codes or payroll changes take longer. We confirm timing after reviewing your exports.
Usually not. Bring masters, opening balances and open invoices, and archive older detail as reports. Full re-entry adds cost and error risk.
Yes, as read-only reference. Many firms keep access for several months for audit questions and then export final archives.
Zoho Books supports multi-currency transactions and reporting, which helps Australian subsidiaries reporting to overseas head offices.