Practice Management Migration
Your job history is trapped in BrightManager, and Xero Practice Manager doesn't take it in one click.
Moving practice management software means moving years of client records, job history, and recurring workflows without losing any of it or stopping work while you do. We plan and run the migration, most often BrightManager to Xero Practice Manager, so your team opens the new system on day one and everything they need is already there.
We work with accounting, bookkeeping, and tax firms and nothing else.
What we build.
A full data migration
Clients, jobs, deadlines, and historical records mapped from your old system into Xero Practice Manager, checked line by line rather than bulk-imported and hoped for.
Workflows rebuilt, not just copied
Recurring jobs, checklists, and automations that ran in BrightManager rebuilt properly in XPM's structure, since a straight export rarely maps one to one.
A parallel run before cutover
Both systems live side by side for an agreed period so your team can check the new system against the old one before the old one is switched off.
Training on the new system
Your team knows how to run their day in Xero Practice Manager before the old system disappears, not after.
What a migration involves
We start by exporting and auditing everything in the source system: client records, job types, recurring schedules, and outstanding work. Each of those gets mapped to its Xero Practice Manager equivalent before anything is moved, because BrightManager and XPM structure jobs differently, and a mismatch here is where migrations usually go wrong. Once the mapping is agreed, we migrate in a test environment first, so your team can check real client data against the old system before a single record changes in production.
Typical timeline
A single-partner practice with a few hundred clients typically moves in 4 to 6 weeks: mapping and test migration in the first two to three weeks, a parallel run of one to two weeks, then cutover. Larger practices with more custom workflows take longer. The exact timeline is fixed in writing after the Clarity audit scopes your specific setup, not estimated upfront.
What can go wrong, and how we handle it
The two most common failure points are recurring jobs that do not map cleanly (a BrightManager job template with no direct XPM equivalent) and historical records that arrive incomplete or duplicated. We catch both in the test migration, before cutover, by reconciling record counts and spot-checking a sample of client files against the source system. Nothing is switched over until that reconciliation passes.
The systems we migrate between.
BrightManager to Xero Practice Manager is the most common move we do, but the same process applies to other practice management migrations.
- BrightManager
- Xero Practice Manager
- Xero
- IRIS
- Karbon
- Companies House
- HMRC
Map, build, run.
- 01
Map
We audit how work moves through your firm and where the hours go, costed against your own staff rates. You get a prioritised roadmap: what to build first, what it saves, what it costs. Delivered in 5 business days or it's free.
- 02
Build
Fixed scope, fixed price, fixed ship date, agreed in writing before anyone starts. Built and tested inside your existing stack. Training and documentation included. Nobody learns a new platform.
- 03
Run
Your automations monitored, maintained, and extended every month, so software updates and integration changes never become your problem. Or take the documentation and run it yourself. Both are fine.
Staying on BrightManager instead?
Keeping BrightManager? Make it earn its keep.
If migrating isn't the right call yet, we also configure and automate BrightManager around how your firm actually works.
See BrightManager setup and optimisationThe guarantee
Fixed scope, fixed price, and a fixed cutover date in writing. We miss it, we work free until it's live, plus 10% off your next build.
Migration FAQ
Migration, answered.
No client record is switched over until it has been reconciled against the source system during the test migration. If something doesn't match, we fix it before cutover, not after.
No. The old system stays live throughout the migration and the parallel run, so your team keeps working normally until the new system has been checked and cutover is agreed.
It stays within the source and destination systems you already use and control; we do not copy it onto a platform of ours. Data handling terms are confirmed in writing before migration starts, and we sign your data processing agreement.
The same mapping, test-migration, and parallel-run process applies to other systems. Clarity confirms what's possible for your specific source system before any work is scoped.
Start with Clarity.
Get a fixed migration plan before you commit to a date. A Clarity audit maps your current system, what needs to move, and a realistic timeline, delivered in 5 business days or it's free.