Move to a better accounting system without the stress
We manage charity accounting system migrations end to end. Data migration, month-end design, reporting optimisation, and training, all handled by a team that understands how stretched charity finance teams already are.
Sound familiar?
These are the worries we hear from charity leaders before a system migration.
- Your current system is slow, manual, and nobody trusts the numbers at month-end
- You have outgrown spreadsheets but the idea of moving everything feels overwhelming
- A previous migration left you with missing data and months of clean-up
- Your team is already stretched and cannot afford to drop everything for a system project
- You are worried trustees, funders, or your independent examiner will lose confidence during the switch
- You know what good looks like, but you are not sure which system is the right fit for a charity
A system migration should feel like relief, not another project. We take on the work so your team can stay focused on running the charity.
What an end-to-end migration looks like
A clear, managed process from the first audit to the day your team is confident in the new system.
Discovery and data audit
We review your current ledger, chart of accounts, fund structure, and reporting needs. We identify data quality issues early so they do not become problems later.
System selection and design
We recommend the right platform for your charity, configure the fund structure, and design the reporting pack around your board, funder, and compliance requirements.
Migration and reconciliation
We map, extract, cleanse, and load your data, then run parallel reconciliations until the new system matches the old one exactly. Nothing goes live until it is verified.
Month-end procedures
We document a clear month-end rhythm for your new system: cut-offs, reconciliations, approvals, and reporting deadlines, so close becomes predictable and repeatable.
Reporting optimisation
We build management accounts, board packs, funder reports, and variance commentary into the system, so your team stops rebuilding reports and starts using them.
Training and handover
We train every user group, from finance staff to trustees, with recorded sessions and written guides. Your team finishes confident, effective, and self-sufficient.
Migrations we have delivered
From small charities to complex, multi-million pound organisations.
largest complex migration supported
Xero, QuickBooks, Sage and charity platforms
from audit to go-live and beyond
Whether you are moving from spreadsheets or replacing an ageing enterprise ledger, we have done it before.
Why charities choose us for system migrations
We combine technical migration experience with deep charity finance expertise.
Risk-managed cutover
Parallel running, reconciled data, and go-live timing planned around your reporting calendar. We do not switch systems until the numbers are trusted.
Charity finance built in
Restricted funds, SORP, Gift Aid, funder reporting, and trustee packs are designed into the new system from the start, not patched on later.
People-first handover
Your team finishes trained, supported, and confident. We provide recorded sessions, process guides, and a clear support path after go-live.
Common questions about system migration
Straight answers to the questions CEOs and finance leaders ask before starting.
Will we lose data during the migration?
No. We run a full data validation and parallel reconciliation before anything goes live. Your historical transactions, donor records, fund balances, and nominal history are mapped, checked, and signed off by a qualified accountant before the old system is switched off. We also keep a secure archive of the legacy data for audit and reference purposes.
How much of our team's time will the migration need?
We design the project so your team can keep running day-to-day finance. CAP takes on the heavy lifting: data mapping, cleansing, system configuration, testing, and training. We need a small amount of time from the person who knows your current processes, plus short check-in calls with your senior finance lead. Most of the work happens on our side.
What happens to our month-end and reporting during the switch?
We never cut over in the middle of a critical reporting period. The migration is timed around your reporting calendar, and we run parallel closes where needed. Once live, we hand over documented month-end procedures and a reporting pack designed around how your board and funders actually read the numbers.
Do you train our team, or just leave us with a new system?
Training is a core part of the service. We run role-based sessions for finance staff, budget holders, trustees, and anyone else who needs to use or approve data. Every session is recorded, and we provide written process guides so knowledge stays in your team long after we finish.
Which accounting systems do you migrate charities to and from?
We are system-agnostic. We commonly migrate to and from Xero, QuickBooks, Sage, and specialist charity accounting platforms. The right target depends on your size, fund structure, reporting needs, and budget. We advise on the best fit rather than pushing one solution.
Can you handle restricted funds and SORP requirements?
Yes. We build your chart of accounts, fund structure, and SORP-compliant reporting into the new system from day one. Restricted, unrestricted, and designated funds are coded correctly, and your board and independent examiner get clear, audit-ready reports.
Ready to move to a system that supports your charity?
Book a discovery call. We will talk through your current system, what is holding you back, and what a clean migration would look like for your team.