Fathom allows you to import your data from Xero, QuickBooks (Online and Desktop), MYOB (Online and Desktop), Sage (Business Cloud Accounting and Sage 50 Accounts), and Excel.

If you have recently changed your source accounting system, it cannot be changed directly within Fathom. You must import from the new source accounting system as a new company, and re-setup any settings or reports.

📝 Note: This article refers to changing the source accounting system for a company. If you simply want to change the plan type for a company, see our 'Change the company plan type' article.

Retain Historical Data

Ideally, you can transfer all your historical data to your new accounting system. This way, when you import the data into Fathom, you can view all your historical data in a single source file.

However, this is not always possible. If you don't have historical data in your new accounting system but still wish to analyse historical data in Fathom with current/future data, please see our 'Merge companies with historical data' article.

Use one company file

Original Company refers to the company file from which you are changing. New Company refers to the company file you are changing to.

If you are not required to retain historical data, or can transfer it to the New Company source system, then the approach we recommend depends on the Fathom plan type of your Original Company and the plan type of your New Company.

Portfolio to Portfolio
Portfolio to Fathom Pro
Fathom Pro to Fathom Pro
Fathom Pro to Portfolio

📝 Note: This article refers to changing the source accounting system for a company. If you simply want to change the plan type for a company, see our 'Change the company plan type' article.

Original and New companies are on Portfolio plans

If your Original Company is on a Portfolio plan and your New Company will be on a Portfolio plan, then we recommend doing the following before deleting the Original Company:

Make note of any Tags assigned to the Original Company. You'll want to assign these tags to the New Company.
Make note of the Threshold collection of the Original Company. You'll want to assign the New Company to the same collection.
Download a Summary Report of the Original Company to retain for your records.

Once you've done the above, you can delete the Original Company file from Fathom.

Original Company is on Portfolio, New Company is on Fathom Pro

If your Original Company is on a Portfolio plan and your New Company will be on a Fathom Pro plan, then we recommend doing the following before deleting the Original Company:

Make note of any Tags assigned to the Original Company. You'll want to assign these tags to the New Company.
Make note of the Threshold collection of the Original Company. You'll want to assign the New Company to the same collection.
Download a Summary Report of the Original Company to retain for your records.

Once you've done the above, you can delete the Original Company file from Fathom and set up the Company Settings for the New Company.

Original and New companies are on Fathom Pro plans

If your Original Company is on a Fathom Pro plan and your New Company will be on a Fathom Pro plan, then we recommend doing the following before deleting the Original Company:

Make note of any Tags assigned to the Original Company. You'll want to assign these tags to the New Company.
Make note of the Threshold collection of the Original Company. You'll want to assign the New Company to the same collection.
Download the following from the Original Company for your records:
1. The Financial results (in the Fathom Excel import format) Excel report
  1. Go to Reports for the company
  2. Select Excel reports from the left sidebar
  3. Hover over the 'Financial results in Fathom import format' report and select the Cloud icon
2. If you have a budget, download the Budget (in the Fathom Excel import format) Excel report
  1. Go to Reports for the company
  2. Select Excel reports from the left sidebar
  3. Hover over the 'Budget (in the Fathom Excel import format)' report and select the Cloud icon
3. If you have imported non-financial data for the company,
  1. Go to the Reports for the company
  2. Select Excel Reports from the left sidebar
  3. Download the Non-financial KPI Results (in the Fathom Excel import format) report
    
    💡Smart Tip: If you have imported non-financial data via a connected Google Sheet, you can simply connect that Google Sheet to the re-imported company.
Copy over all settings (Chart of Accounts, KPIs, Targets, Alerts) from the Original Company to the New Company
1. The Company Profile settings cannot be copied over, so after copying over the other settings, you'll want to:
  1. Ensure the terminology used in the New Company matches the Original Company's
  2. Import the company's logo into the New Company (if you have a logo)
  3. Ensure the Default Rates and currency selections in the New Company match the Original Company
In Reports for the Original Company, copy over reports to the New Company.
1. Hover over a draft or published report and select the Three dots icon
2. Choose Save as template from the drop-down menu and save the report as a custom template
3. Hover over the new custom template and select the Three dots icon
4. Choose Copy to another company and copy the template to the New Company
5. Do this for any existing custom templates as well
6. For your records, download copies of any necessary reports that you don't want to copy over to the New Company
If you have a forecast, you'll need to re-build the forecast in the New Company. For documentation of the original forecast, download the Forecast and Value Audit reports from the Original Company's Forecast Settings.
If you haven't already, import non-financial results via the Excel template previously downloaded during the third step of this process.
If you're importing a budget from Excel into your New Company, then import budget results via the Excel template previously downloaded during the second step of this process

Once you've done the above, you can delete the Original Company file from Fathom.

Original Company is on Fathom Pro, New Company is on Portfolio

If your Original Company is on a Fathom Pro plan and your New Company will be on a Portfolio plan, then we recommend doing the following before deleting the Original Company:

Make note of any Tags assigned to the Original Company. You'll want to assign these tags to the New Company.
Make note of the Threshold collection of the Original Company. You'll want to assign the New Company to the same collection.
Download the following Excel Reports from the Original Company for your records:
1. The Financial results (in the Fathom Excel import format) Excel report
  1. Go to Reports for the company
  2. Select Excel reports from the left sidebar
  3. Hover over the 'Financial results in Fathom import format' report and select the Cloud icon
2. If you have a budget, download the Budget (in the Fathom Excel import format) Excel report
  1. Go to Reports for the company
  2. Select Excel reports from the left sidebar
  3. Hover over the 'Budget (in the Fathom Excel import format)' report and select the Cloud icon
3. If you have imported non-financial data for the company,
  1. Go to the Reports for the company
  2. Select Excel Reports from the left sidebar
  3. Download the Non-financial KPI Results (in the Fathom Excel import format) report
In Reports for the Original Company, download copies of any necessary reports for your records
If you have a forecast, download the Forecast and Value Audit reports from the Original Company's Forecast Settings.

Once you've done the above, you can delete the Original Company file from Fathom.

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