Migrating a Dutch BV from Exact Online to Xero is straightforward when handled in a structured way: you export your chart of accounts, open balances, and outstanding transactions from Exact, then import them into a correctly configured Xero environment before going live on a clean date. The process typically takes between four and eight weeks for an established BV, depending on the complexity of the business and the volume of historical data involved. The sections below answer the most common questions Dutch businesses ask before making the switch in 2026.
What data can actually be migrated from Exact Online to Xero?
When moving a BV from Exact Online to Xero, the data that migrates cleanly includes your chart of accounts, opening balances, outstanding debtor and creditor invoices, contact records, and bank account details. Historical transaction data from closed periods is typically not imported into Xero directly; instead, it is retained in Exact Online for reference or archived separately.
In practice, most migrations focus on getting the following into Xero in a usable state:
- Chart of accounts, structured to match Dutch reporting requirements
- Opening trial balance as at the migration date
- Outstanding sales invoices and purchase invoices
- Supplier and customer contact records
- Bank accounts and any pending reconciliation items
- Fixed asset registers, where applicable
Historical invoices and closed-period journals from Exact Online are not natively importable into Xero, but they do not need to be. Your previous accounting records remain legally valid in Exact Online or in an exported archive, and Xero picks up from the agreed start date with clean, verified opening figures.
How long does an Exact Online to Xero migration take for a BV?
For most Dutch BVs, an Exact Online to Xero migration takes between four and eight weeks from the initial setup call to going live. Simpler businesses with a clean chart of accounts and a small number of open invoices can move faster, sometimes within two to three weeks. More complex organisations with multiple cost centres, integrations, or payroll dependencies should allow closer to eight weeks.
The timeline is shaped by three main factors: how clean the existing data in Exact Online is, how many connected tools or integrations need to be reconfigured, and how quickly the business can review and approve the opening balance before going live. Rushing the opening balance sign-off is the most common cause of delays, as errors at that stage affect every transaction that follows.
What is the best time of year to switch a Dutch BV to Xero?
The best time to migrate a Dutch BV from Exact Online to Xero is at the start of a new financial year, typically 1 January, or at the start of a new VAT quarter. Migrating at a clean financial boundary minimises the need to split annual figures across two systems and simplifies the opening balance reconciliation significantly.
Many Dutch BVs choose a 1 January migration date precisely because it aligns with both the corporate income tax year and the standard VAT reporting calendar. A mid-year migration is possible and sometimes necessary, but it requires careful handling of year-to-date figures and a clear audit trail showing where Exact Online ended and Xero began. If a mid-year switch is unavoidable, the start of a VAT quarter, 1 April, 1 July, or 1 October, is the next best option.
How does Xero handle Dutch VAT and BTW reporting differently from Exact Online?
Xero handles Dutch VAT through configurable tax rates applied at the transaction level, which then populate a VAT return that can be submitted to the Dutch Tax Authority. The key difference from Exact Online is that Xero’s VAT module is not pre-built for the Dutch market in the same way; it requires correct initial configuration of BTW codes, including the standard 21% rate, the reduced 9% rate, and zero-rated and exempt categories.
Exact Online has historically had tighter out-of-the-box integration with Dutch tax filing workflows, including direct submission to the Belastingdienst. Xero’s BTW return preparation works well once correctly configured, but the submission step is typically handled via the Belastingdienst portal or through a connected filing tool rather than directly from Xero itself. This is a genuine difference to be aware of, not a barrier; it simply means the filing workflow looks slightly different in practice.
For BVs with more complex VAT positions, such as intra-EU transactions, reverse charge VAT, or OSS obligations, the configuration in Xero needs to be set up carefully at the outset. Getting this right from day one avoids BTW reporting errors that can be time-consuming to correct later.
Which Xero apps replace the Exact Online features Dutch BVs rely on?
Xero has a broad ecosystem of connected apps that cover most of the functionality Dutch BVs use in Exact Online. The right combination depends on the specific features your business relies on, but the most commonly needed replacements fall into a few clear categories.
- Invoicing and debtor management: Xero’s native invoicing handles most needs, with tools like Chaser or Satago available for automated debtor chasing.
- Expense management: Dext (formerly Receipt Bank) or Hubdoc replace Exact’s document scanning and expense capture workflows.
- Payroll: Dutch payroll is handled outside Xero using a dedicated tool such as NMBRS, which integrates with Xero for journal postings.
- Project and time tracking: WorkflowMax by BlueRock or similar tools replace Exact’s project module for businesses that bill by time or project.
- Reporting and consolidation: Fathom or Spotlight Reporting extend Xero’s native reporting for businesses that need management accounts or multi-entity consolidation.
The important point is that Xero is designed as a connected platform rather than an all-in-one system. For most Dutch BVs, this results in a leaner, more specialised tech stack rather than a compromise on functionality.
Should a Dutch BV use a Xero partner to manage the migration?
Yes. A Dutch BV should use a certified Xero partner to manage the migration from Exact Online, particularly if the business has existing VAT obligations, payroll, or multiple integrations to reconfigure. The risk of migrating independently is not the data transfer itself; it is the configuration of Dutch tax codes, opening balances, and bank feeds, where errors can compound quickly if not caught early.
A Xero accountant for BV migrations brings two things that matter most: technical knowledge of how Xero needs to be set up for the Dutch market, and accounting knowledge to ensure the opening figures are correct before the business goes live. These are distinct skills, and having both in one place avoids the situation where a technically correct migration produces an opening balance that does not reconcile with the previous year’s accounts.
Xero’s partner programme is tiered, with Platinum status representing the highest level of certified expertise. In the Netherlands, this matters because the Dutch market has specific requirements around BTW configuration, Belastingdienst filing, and Dutch banking integrations that a generalist Xero partner may not have encountered in practice.
How Ace. helps Dutch BVs migrate from Exact Online to Xero
Ace. is the only certified Xero Platinum Partner in the Netherlands and has worked exclusively with Xero since 2014. For Dutch BVs moving from Exact Online, Ace. manages the full migration process, including:
- Reviewing and cleaning your existing Exact Online data before migration
- Configuring Xero for Dutch VAT, BTW codes, and local reporting requirements
- Setting up and verifying opening balances against your last Exact Online period
- Connecting the right apps to replace Exact Online features your business relies on
- Providing ongoing Xero accounting support once you are live
Whether you are planning a 1 January migration or need to move mid-year, Ace. structures the process to minimise disruption and ensure your BV is compliant from day one on Xero. To discuss your migration, book a call with the Ace. team and get a clear plan in place.
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