If you need to switch your Link My Books connection from one Xero account to a new one, please follow the steps below.
⚠️ Important Note: Once this process is complete, you will not be able to retrieve data from your original Xero connection. Please ensure all necessary information is captured before proceeding.
💡 Seeing error XC-001? This error means your Link My Books account is still connected to a previous Xero organisation. Follow the steps below to switch to your new one.
1. Before You Make the Switch: Preparation
These steps ensure you save any important data and process outstanding settlements before the connection is purged.
Step 1: Process All Settlements Ensure all settlements that need to be sent to your original Xero account have been processed and sent.
Step 2: Download Product Data If you have entered product costs or created product groups, download this information for your records if you wish to re-upload it to the new account.
Step 3: Capture Mapping Settings If you have customised your Accounts and Taxes mapping and have not used the Link My Books defaults, take a screenshot of your mapping page for reference when you set up the new account.
2. The Switching Process
Once you have completed the preparation steps, you can initiate the switch.
Step 4: Contact Support to Unlink the Connection Reach out to our support team to request that we unlink your existing Xero connection so that you can link to your new account. You can do this by:
Using the live chat widget on the bottom right of any page, or
Emailing [email protected] from the email address that is the Link My Books account owner.
If you're already chatting with us, just let us know and we'll get it sorted — no need to send a separate email.
Step 5: Connect Your New Xero Account Once our team has confirmed that the unlinking is complete, you can follow the steps on your screen to connect your new Xero account.
⚠️ Xero organisation appears greyed out? If the Xero organisation you want to connect to appears greyed out and you cannot select it, this usually means that organisation is already connected to another sales channel in Link My Books. You can only connect one sales channel to a Xero organisation at a time during this process, but your Xero organisation can have multiple sales channels connected to it overall. Please contact our support team and let them know which Xero organisation you need to connect so they can resolve the conflict for you.
Step 6: Complete The Accounts & Taxes Wizard It is important that you complete the set-up wizard to ensure the new Xero account is correctly configured.
Changing Legal Entity (e.g. Sole Trader to Limited Company)
A common reason for switching Xero accounts 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 in Link My Books rather than a continuation of the old data.
💡 The simplest path in this scenario is usually:
Process all final settlements into the old Xero organisation up to and including the date the old entity ceased trading.
Unlink the existing Xero connection by following the steps above (contact support to unlink).
Have the support team purge the old sales channel and historical data from your Link My Books account so the new entity starts with a clean slate from the changeover date. Mention specifically that you have changed legal entity and want a fresh start so we can handle this for you.
Reconnect the sales channel to your new Xero organisation, set the start date in the setup wizard to your changeover date (for example 1 May 2026), and complete the Accounts & Taxes wizard 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 that relates to April and then leave the May one as this relates to the new entity which can be sent once connected to the new Xero organisation.
Important: A change of legal entity has tax, VAT registration, and bookkeeping implications that go 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. Link My Books support can help with the connection switch and data purge, but we cannot advise on tax treatment.
If you have any questions about this article or feedback on how we could make it better please reach out to the support team via the blue chat icon on the bottom right of the page or via email to [email protected].