Case Study- Sage to Xero and Unleashed
Case Study: Migrating from Sage 50 to Xero with Unleashed for Smarter Inventory Management
Client Overview
Our client is a growing product-based business operating in wholesale and online retail. With expanding sales channels, increasing stock lines, and more complex supply chain requirements, their existing accounting system was starting to hold them back.
They had been using Sage 50 for several years. While it had served them well initially, it no longer offered the flexibility, visibility, or integration capabilities they needed to scale efficiently.
The Challenge
As the business grew, several issues emerged:
- Limited real-time visibility of stock levels
- Manual workarounds between accounting and inventory
- Difficulty managing multi-channel sales
- Time-consuming reporting processes
- Lack of remote access and collaboration
Stock discrepancies were becoming more frequent, and management reporting lacked the clarity required for confident decision-making. The business needed a more integrated, cloud-based solution that could support its growth ambitions.
Our Recommendation
After reviewing their operations, workflows, and future plans, we recommended:
● Migrating from Sage 50 to Xero for cloud-based accounting
● Implementing Unleashed as a dedicated inventory management system
● Integrating both platforms to create a seamless flow between stock control and financial reporting
This combination would provide:
- Real-time stock tracking
- Accurate cost of goods sold (COGS) calculations
- Automated purchase and sales order processing
- Improved reporting and visibility
- Remote access for the management team
The Migration Process
System migration can feel daunting, especially for a business that relies heavily on accurate financial and stock data. Our role was to manage the transition carefully and minimise disruption.
1. Discovery and Planning
We began with a full system review:
- Chart of accounts analysis
- Stock structure review (SKUs, product categories, pricing)
- Customer and supplier data audit
- Process mapping
We created a detailed migration plan, including timelines, responsibilities, and key milestones.
2. Data Cleansing and Preparation
Before transferring any data, we worked with the client to:
- Clean up customer and supplier records
- Reconcile stock quantities
- Review historic transactions
- Standardise product naming and codes
This ensured the new system started with accurate, reliable data.
3. System Setup and Integration
- Product records
- Warehouse settings
- Reorder levels
- Pricing structures
- Supplier lead times
- Sales invoices flowed correctly
- Purchase invoices matched purchase orders
- Cost of goods sold posted accurately
- Inventory valuations reconciled
4. Training and Change Management
Technology change is not just about systems, it’s about people.
With the help of the Unleashed onboarding team, we offered hands-on training sessions for:
- The finance team
- Operations and warehouse staff
- Senior management
We also had regular check-ins with the team so that they felt confident using the new systems. Throughout the transition, we provided ongoing support to answer questions, troubleshoot issues, and refine workflows.
The Results
Within months of implementation, the business saw significant improvements:
- Real-time visibility of stock across all channels
- Reduced manual data entry
- Improved gross margin reporting
- More accurate inventory valuation
- Faster month-end finalisation
- Greater confidence in financial reporting
Management can now access live financial and inventory data from anywhere, enabling quicker and more informed decision-making.
Most importantly, the systems now support the company’s growth rather than restrict it.
How We Helped Them Navigate the Change
Moving from a long-standing system like Sage 50 to a fully cloud-based ecosystem can feel daunting and overwhelming. Our role went beyond technical implementation.
We helped the client:
- Understand the benefits and practical implications of change
- Plan the migration to minimise disruption
- Optimise processes rather than simply replicate old ones