You can now switch your Link My Books connection to a different Xero organisation yourself, without contacting us. This is the article to follow if you started on a demo company and want to move to your real one, if you are moving from a sole trader to a limited company, or if you want to move from Xero to QuickBooks.
💡 Nothing is deleted. Everything already sent to your old Xero organisation stays exactly where it is, unchanged. Your history in Link My Books is untouched too.
Which option do you need?
Your Bookkeeping Account has two options that sound similar. Picking the wrong one wastes your time, so here is the difference.
Switch organisation — you want your sales to go to a different company.
Sign Link My Books out — same company, but the connection has stopped working. Signing back in picks up exactly where it left off.
Reload from Xero — your account names or tax rates look out of date.
Still not sure? If the company name in Xero needs to change, you want Switch. If it is the same company and something has just gone wrong, you want Sign out. There is also a What's the difference? link on the menu itself.
1. Before you switch
A few minutes of preparation saves you re-doing work afterwards.
Send any outstanding settlements that belong in your current Xero organisation. Once you switch, Link My Books can no longer amend or send anything to it.
Download your product costs if you have entered any, so you can re-upload them afterwards. See Navigating the Product Costs page.
Screenshot your Accounts & Taxes settings if you changed any of them from our defaults. Every organisation has its own accounts and tax rates, so you will choose them again for the new one.
2. Switching
Go to Settings → Account Settings.
Find the Bookkeeping Account box and click Action.
Choose Switch organisation.
Read what changes, then click Continue.
Type unlink to confirm (We ask you to type it so this cannot happen from a stray click.)
Choose where your sales should go from now on: pick one of your Xero organisations from the list, click Connect a different Xero organisation to sign in at Xero and choose one that is not listed, or click Connect QuickBooks instead.
Finish setup — you will be asked which accounts and tax rates to use.
Your next settlement goes to the new organisation.
Nothing is sent until setup is finished. If you stop halfway, nothing goes to either organisation. You can come back and finish later.
What changes, and what does not
Nothing is deleted. Everything already sent to the old organisation stays there, unchanged.
You will go through setup again. Every organisation has its own accounts and tax rates, so your previous choices cannot carry over.
Anything already sent is yours to manage. From the moment you switch, Link My Books cannot go back and change or remove what it previously sent. If something in there needs correcting, you'll need to do that directly in Xero itself.
Link My Books stays signed in to the old organisation. That is deliberate — it is what lets you switch back later without setting everything up again. Nothing will be sent there. To remove Link My Books from it completely, do that in Xero under Settings → Connected Apps.
The account owner gets an email. We email a record of the change to the account owner, including when an accountant or team member made it.
Moving between Xero and QuickBooks
Exactly the same steps. At step 6, choose Connect QuickBooks instead — or Connect Xero, if you are coming the other way. You will sign in and pick your company there.
Changing legal entity (for example sole trader to limited company)
A common reason for switching is a change in your business's legal entity, for example moving from a sole trader to a limited company at the start of a new tax year. Because the new entity is a separate legal taxpayer with its own VAT registration and accounting records, this is treated as a fresh start rather than a continuation of the old data.
💡 The simplest path is usually:
Send all final settlements to the old organisation, up to and including the date the old entity stopped trading.
Switch to the new organisation using the steps above.
If you want the new entity to start with a clean slate, get in touch and ask us to remove the old sales channel and its history. Mention that you have changed legal entity so we know what you need.
Set the start date during setup to your changeover date, and complete the Accounts & Taxes steps for the new entity.
⚠️ Settlements that span the changeover date. If your sales channel issues a settlement that crosses the changeover date — for example an Amazon settlement covering the last week of April and the first few days of May, when your changeover date is 1 May — then from the View settlement page you can send only the invoice relating to April, and leave the May one to send once you are connected to the new organisation.
Important: A change of legal entity has tax, VAT registration and bookkeeping implications beyond the Link My Books connection itself. We strongly recommend speaking to your accountant before the changeover to confirm the correct treatment of stock, debtors, creditors and any in-flight settlements between the two entities. We can help with the connection switch and the data removal, but we cannot advise on tax treatment.
Common questions
Will I lose my sales history? No. Nothing in Link My Books is deleted, and nothing already sent to your old organisation is changed.
Can I switch back? Yes. Your old organisation will still be in the list — switch again and pick it.
Can my accountant do this for me? Yes. Anyone with access to your Link My Books account can. You will get an email letting you know it happened.
The organisation I want is not in the list. That is normal if you have not connected it before. Click Connect a different Xero organisation and sign in at Xero — you will pick it there.
I only see the organisation I just switched away from. Also normal. Link My Books is still signed in to it, so it stays listed. Use Connect a different Xero organisation to add the one you want.
If something does not work
It says the word was wrong. Type unlink in lowercase, exactly.
It says to try again later. You have tried several times in a short period, so we have paused it briefly as a safety measure. Nothing has changed — your connection is exactly as it was. Wait an hour and try again.
You cannot find the option. It is on the Bookkeeping Account box, not the Sales Channel box above it. If your books are not connected at all right now, you will see Connect Xero and Connect QuickBooks instead.
⚠️ Signed in at Xero but it still will not connect? The organisation may already be connected under a different Link My Books login. Get in touch and let us know which organisation you need — we can sort that out for you.