You can now switch your Link My Books connection to a different Xero/QuickBooks 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, or if you are moving from a sole trader to a limited company.
⚠️ Moving from Xero to QuickBooks, or QuickBooks to Xero, is not a switch. It cannot be done from Settings and support cannot do it for you. The account has to be deleted and set up again. See Moving between Xero and QuickBooks below.
💡 Nothing is deleted. Everything already sent to your old Xero/QuickBooks 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 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 Xero or QuickBooks account, on the same software you are already using.
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Reload from Xero/QuickBooks — your account names or tax rates look out of date.
Moving to a different Link My Books login — you want the account to belong to a different Link My Books user, not a different Xero/QuickBooks organisation. That is not a Bookkeeping Account option: it is an ownership transfer, and your accounts and tax mappings move across with it — you do not set them up again.
Still not sure? If the company name in Xero/QuickBooks needs to change, you want Switch. If it is the same company and something has just gone wrong, you want Sign out. If you are changing from Xero to QuickBooks or the other way round, none of these apply. 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/QuickBooks 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/QuickBooks organisations from the list, or click Connect a different Xero/QuickBooks organisation to sign in and choose one that is not listed.
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 or QuickBooks 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
This is the one thing Switch organisation cannot do. An account set up on QuickBooks cannot be moved to Xero, and an account set up on Xero cannot be moved to QuickBooks. There is nothing to switch over, so the Bookkeeping Account box will only ever offer the software the account was originally set up with. If you have disconnected your accounting software and can only see one Connect button, this is why.
To move to the other software, you need to delete the account and set it up again, choosing the other software during setup.
This is self-service, via Settings → Account Settings → Danger Zone. Our support team cannot do it for you.
It has to be done by the account owner, or by an Owner or Admin of the team that manages the account. If you are not one of those, ask the account owner to do it.
Full steps are in How to Delete a Sales Channel from Your Link My Books Account.
Deleting is permanent and cannot be undone. Before you delete: send any outstanding settlements to your current accounting software, and download any audit or analytics data you want to keep. Once the account is gone, that data is no longer available in Link My Books.
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.
What happens to your sales channel
There are two sides to an entity change, and it is worth separating them. Switching organisation changes where your sales are sent. It does not, on its own, change the sales channel connection itself. What you need to do on the sales channel side depends on how the marketplace handles your change.
You keep the same seller account. Some marketplaces let you change the legal entity on an existing account, so the account carries on and only the business details held by the marketplace change. If this is your route, get in touch before your changeover date and we will check the connection with you, so nothing is missed while your marketplace re-verifies the account.
You open a new seller account for the new entity. A new seller account is a separate connection, so it needs to be added to Link My Books as a new sales channel rather than switched. Set its start date to your changeover date. Your existing sales channel stays exactly as it is, with its history intact. See Can I have multiple sales channels connected to Link My Books?
If you are not sure which of these applies to you, your marketplace's own support team can confirm it. It is worth finding out before your changeover date, because the two routes involve different work at our end.
Making the change
💡 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
Can I move from QuickBooks to Xero, or Xero to QuickBooks? Not by switching. The account has to be deleted and set up again on the other software. See Moving between Xero and QuickBooks above.
I have disconnected my accounting software and now I can only see one Connect button. That is expected. The Bookkeeping Account box only offers the software the account was set up with. To use the other one, the account has to be deleted and set up again.
Will I lose my sales history? No, not when switching organisation. Nothing in Link My Books is deleted, and nothing already sent to your old organisation is changed. Deleting an account to move between Xero and QuickBooks does remove that account's history, so export anything you need first.
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.
I am changing my business to a limited company. Do I need a new Link My Books account? No. You keep your existing Link My Books account and switch it to the new company's Xero or QuickBooks organisation. Whether you also need a new sales channel depends on whether your marketplace gives you a new seller account. See What happens to your sales channel above.
If something does not work
It says the word was wrong. Type unlink in lowercase, exactly.
It says to try again later. Switching is limited to 10 attempts per hour on each account, and this account has used all 10. Nothing has changed — your connection is exactly as it was. Two things worth knowing: a mistyped confirmation word does not count towards the 10, and the limit is per account, so any other accounts you manage are unaffected. The allowance resets within the hour.
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 a Connect button instead, for the software this account was set up with.
Accounts and tax rates won't save at the end of setup. This usually means the Link My Books accounts have been removed from the new organisation's chart of accounts, so there's nothing for the wizard to map to. Go to Accounting → Chart of accounts in Xero/QuickBooks and add the accounts back (or the custom ones you want to use), then return to Settings → Accounts & Taxes and run the wizard again.
Setup won't save right after connecting a new organisation. Connecting kicks off a background import, and the wizard can't save until it finishes — this normally takes around 20 minutes. Wait and try again. If it still won't save after that, contact support and we'll take a look.
⚠️ 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.