Can I keep my accounting software when I change?

If you’re thinking about changing accountants, one common question is whether you can keep using your existing accounting software. The short answer is yes, in most cases you can. Your accounting software belongs to you or your business — not your accountant.

Modern cloud-based accounting systems like Xero, QuickBooks, FreeAgent, and Sage are designed so that the business owner retains ownership and control. Changing accountants doesn’t mean you have to change your software — unless you want to.

Who Owns the Software Account?

If you pay for the subscription directly, the account is fully yours. This means:

• You own the data.

• You control the login details.

• You can add, remove, or change accountant access at any time.

If your accountant set up the subscription as part of their package, things might be slightly different. In some cases, the accountant technically owns the subscription and provides it to you as part of their service. In that scenario, you may need to transfer the subscription into your own name or start a new subscription — but your data can usually be transferred easily.

What Happens When You Switch?

If You Own the Subscription:

• You simply remove your old accountant’s user access.

• You invite your new accountant to access the software.

• Your data remains intact — no interruption at all.

If Your Accountant Owns the Subscription:

• You can ask for the subscription to be transferred into your own name. Most providers support this process.

• Alternatively, start a new subscription and export/import data or transfer opening balances.

• Your data remains accessible; it’s just a matter of managing the transfer.

Is Data Lost When Changing?

No — your data stays with the accounting software itself, not with your accountant. As long as you maintain the subscription, your financial history, reports, and transactions stay intact.

In cases where you need to start a new subscription (if the old one was under the accountant’s license), your accountant can provide reports like:

• Trial balance

• Aged debtors and creditors

• Bank reconciliations

• VAT reports

These allow your new accountant to set up opening balances accurately in the new software.

Do I Have to Change Software?

Not at all. You can keep using the same platform unless you prefer to change.

Sometimes businesses choose to switch if:

• The new accountant prefers a different platform.

• The old software isn’t meeting your needs.

• You’re looking for better features or integrations.

But the decision is entirely yours.

Common Scenarios

Client Pays for Software Directly:

• Easiest scenario. Keep your software. Remove old accountant’s access, add the new one.

Software Provided via Accountant:

• Check whether it can be transferred to you. Most cloud providers allow this.

• If not, start a fresh subscription — your accountant helps set it up using existing data.

Desktop-Based or Older Systems:

• Some older systems aren’t cloud-based. In this case, you physically hold the files or backups, and your new accountant works with those.

What About HMRC Authorisations?

Your software subscription and your HMRC authorisations are separate things.

When you change accountants, your new accountant will request HMRC agent authorisation. This has nothing to do with your accounting software — they simply link their credentials to HMRC for your VAT, payroll, or tax returns.

Steps to Take When Changing

1. Check who owns the software subscription.

2. Remove the old accountant’s access (or ask them to do so if you don’t have admin rights).

3. Invite your new accountant via user permissions.

4. Ensure your subscription continues without interruption.

5. If needed, transfer subscription ownership with help from the software provider.

Will I Lose Any Features?

Not at all. Changing accountants doesn’t affect your software features, data, or functionality. Everything stays the same unless you choose to change plans, upgrade, or move to a different provider.

The Bottom Line

In nearly all cases, you absolutely can keep your accounting software when you change accountants. Whether you pay for it directly or it’s managed through your accountant, the data belongs to you. Switching accountants doesn’t mean you have to lose access to anything — it’s just a matter of adjusting permissions or subscriptions where needed.