Switching platforms.
Without losing a week.
You've got years of jobs, contacts, quotes and invoices in your current tool. You've got a bookkeeper who knows how it flows to Xero. You've got a crew halfway trained on the field UI. Switching feels like ripping out the plumbing.
XGrafter's migration is designed so you don't. Run both platforms in parallel for a fortnight, cutover on your terms, and your bookkeeper barely notices.
What we bring across.
✓ Comes across cleanly
- ·Contacts (customers, sub-contractors, suppliers)
- ·Active jobs with statuses + open cost centres
- ·Open + partially-invoiced quotes
- ·Unpaid invoices (so nothing goes missing)
- ·Price book / catalogue with unit prices
- ·Employee roster + role assignments
- ·Historical PDFs — invoices, quotes, POs (as attachments)
— Doesn't come across
- ·Automation rules + workflow triggers (rebuilt fresh)
- ·Custom fields specific to your old platform
- ·Internal chat / notes threads
- ·Any add-on modules you paid extra for
- ·Historical scheduling records (start fresh — day 1)
We can't fix upstream data quality on the way out — nothing can — but we get the good stuff across and give you a clean slate on everything else.
A typical migration.
Real timelines. Most trades are running live jobs on XGrafter within 1-2 weeks. Here's how it goes:
Kick-off call
30-minute call: we look at your current setup, agree what's coming across, and stand up your XGrafter tenant. You get admin logins by end of day. No consultants, no six-figure statement of work.
Data export from your current tool
You (or us, if you prefer) pull the standard exports from your current platform — customers, jobs, quotes, invoices, cost centres, price book. Standard reports; nothing exotic. If your current tool has been holding your data hostage, we'll walk you through exactly what you need to grab.
Import + reconciliation
We load the exports into your XGrafter tenant. Contacts, jobs, quotes, invoices all land with their original numbers. You do a walk-through — click into a few real jobs and confirm the data survived the trip.
Xero swap-over
Disconnect Xero from your current platform, connect it to XGrafter. Existing invoices in Xero stay put. Going forward, XGrafter is the source of truth and pushes to Xero. Your bookkeeper gets a heads-up beforehand.
Crew onboarding
Add your team as employees. Assign field seats to whoever needs the mobile app. They install XGrafter Field from the App Store, sign in with their invite email, done. Most crew are up and running the first time they open it.
First real invoice
Raise a live progress claim out of XGrafter. Cross-check it against what your old platform would have generated. When it lines up (and it will), the cutover is real.
Cancel your old platform
Once you're a fortnight of clean data in, cancel the old tool. Export any historical PDFs you want to keep for records (invoices, quotes) and archive them somewhere sensible. From here, XGrafter is your ops.
How much hand-holding you get.
Free onboarding
Included in every plan. We do the standard imports for you if you'd rather stay on the tools.
Video walkthroughs
Recorded per module. Watch on your phone at the pub. Show your admin whenever.
Direct line to us
Not a chatbot. Not a ticket queue. Reply to any XGrafter email and it lands with the team.
Bookkeeper prep
We write your bookkeeper a plain-English brief on the Xero swap. They sign off before we flip it.
Parallel-run advice
We help you plan the fortnight of running both — which jobs to do where, when to switch.
Post-launch check-ins
Weekly calls for the first month. After that, only when you want them.
Migration questions.
Do I have to cancel my current tool before I start?
No. Run both in parallel for two to three weeks. Most trades keep their old platform live until they've raised a real invoice out of XGrafter, then cancel. We'd rather you have a proper cutover than a rushed one.
What if my data is a mess?
Most is. That's fine. We import what's usable, flag what's not, and give you a clean structure to fix it in going forward. We won't lecture you about it.
What about my accountant / bookkeeper?
They keep everything. Xero stays where it is. We just change what feeds it. We'll write your bookkeeper a two-page brief on exactly what's changing so they're not caught off guard.
Can I keep my job numbers?
Yes. Job numbers, quote numbers, invoice numbers all come across untouched. Sequences continue from where you left off.
How much of my time does this actually take?
Usually 4-6 hours across the whole migration, spread over 1-2 weeks. Most of it is you making decisions ('yes, keep this cost centre structure', 'no, that customer's dormant'). We do the heavy lifting.
What if it doesn't work out?
You can leave any time — no contracts. Export everything on the way out (contacts, jobs, invoices as CSV or PDF). You keep your data forever, regardless of whether you stay.
Do you charge for migration help?
No. Standard migration is included in your first month. If your setup is genuinely unusual — multi-entity, weird legacy import, custom integrations — we might quote a one-off. Most trades don't need it.
Sick of your current setup?
Start your free trial. 30 days, no card, no sales call. Bring your data across on your terms.