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Enjoy complimentary data migration when switching from your existing bookkeeper or CPA to Institution.
Institution
Finance Operations Migration

Move finance operations without losing the thread.

We inventory the current setup, validate records, resolve open items, and cut over in stages. Historical cleanup stays separate from live monthly work.

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Illustrative workflow
Existing provider
Environment being carried over
  • FilesRequested
  • Ledger accessPending
  • Open questionsDocumented
  • Unreconciled itemsLogged
  • Compliance recordsRequested
  • Prior reportsReceived
Migration workspace
Controlled and time-bound
  • InventoryIn progress
  • AccessDocumented
  • ValidationUnderway
  • Open-item registerLive
  • Scope decisionPending
  • Cutover readinessNot yet
Institution operating record
What runs after cutover
  • Recurring workAssigned
  • OwnersNamed
  • First reviewed closeScheduled
  • Completion recordPrepared
Required phases

Nine phases, in order, with an owner at each.

PHASE 01
Existing-system inventory
What exists and where
State
PHASE 02
Record and access collection
Access documented per system
State
PHASE 03
Data validation
Balances, sources, and gaps
State
PHASE 04
Open-item resolution
Every open item gets an owner
State
PHASE 05
Historical-scope decision
What is corrected, what is accepted
State
PHASE 06
Parallel operating period
Both providers side by side
State
PHASE 07
Cutover
State documented on the day
State
PHASE 08
First reviewed close
Full standards apply
State
PHASE 09
Completion record
Retained for the operating history
State
Exception register

Every migration exception, with owner and impact.

  • Missing records
    Prior invoices unavailable
    Owner: Prior provider
    Blocks validation
    Routed
  • Unreconciled balances
    Bank vs. ledger variance
    Owner: Institution + client
    Requires scope decision
    Routed
  • Unclear ownership
    Vendor approval history
    Owner: Client
    Delays cutover
    Routed
  • Open tax matters
    Prior-year filing question
    Owner: Tax preparer
    External dependency
    Routed
  • Unavailable provider access
    System credentials pending
    Owner: Client
    Blocks inventory
    Routed
  • Inconsistent entity records
    Filing vs. ledger mismatch
    Owner: Institution
    Requires correction
    Routed
Historical versus live work

Keep historical cleanup separate from live monthly work.

Prior-period cleanup and live recurring work have different owners, schedules, and completion criteria. They only overlap where the current books depend on historical fixes.

Historical scope
  • Prior-period issues
    Documented on register
  • Cleanup decisions
    Scoped separately
  • Open balances
    Owner assigned
  • Missing evidence
    Requested and tracked
Live recurring work
  • Current source collection
    On standing cadence
  • Reconciliation
    Runs monthly
  • Exceptions
    Named owner, review path
  • Reporting
    Reviewed pack released
Historical cleanup stays in its own scope so the live monthly process remains clear.
Records retained

What every migration leaves behind.

System inventory
Every system, its access, its owner
Access register
Who has access, when granted, when revoked
Open-item register
Every unresolved item with owner and decision
Migration scope
Historical decisions and boundaries
Cutover checklist
Documented on the day
First-close completion record
Standards applied and retained
Connected services

What happens after the migration is complete.

Bookkeeping & Close
Input
Migrated ledger
Handoff
Reconciliation + review
Output
First reviewed close
See how migration reaches the first close
Controller Support
Input
First close
Handoff
Standing agenda
Output
Sign-off record
See controller review
Financial Reporting
Input
Reviewed close
Handoff
Recipient views
Output
Reporting pack
Understand the reporting pack
Tax Coordination
Input
Reconciled ledger
Handoff
Evidence handoff
Output
Preparer packet
Follow the tax path
Compliance
Input
Obligation calendar
Handoff
Owner + evidence
Output
Compliance record
Follow the compliance path
Payroll Coordination
Input
Provider journal
Handoff
Reconciliation
Output
Ledger entry
See payroll coordination
Accounts Receivable
Input
Invoice cadence
Handoff
Follow-up + disputes
Output
Cash record
See receivables cadence
Accounts Payable
Input
Vendor bill
Handoff
Approvals + payment
Output
Ledger entry
See approvals
Multi-Entity Operations
Input
Entity structure
Handoff
Per-entity lanes
Output
Combined view
See multi-entity operations

Questions from teams migrating a live finance function.

  • What access is required?
    Read access to the current ledger, payroll provider, bank and card feeds, tax filings, and prior reports. We document exactly what is granted and to whom.
  • How are historical records handled?
    They are inventoried and validated. Anything the current provider cannot substantiate is logged as an open item for review before cutover.
  • What happens to open balances?
    Each open balance receives an owner, a required evidence path, and a decision. Balances are not carried forward unresolved.
  • What does prior-period cleanup scope mean?
    A separately scoped project that decides which historical periods will be corrected, restated, or accepted as-is. Institution never absorbs it into live recurring work by default.
  • How does parallel operation work?
    For an agreed period the current provider and Institution operate side by side. Variances are logged and resolved before cutover.
  • When is cutover ready?
    When the open-item register is resolved, access is transferred, and both parties confirm readiness. Institution documents the state on cutover day.
  • When is the first reviewed close?
    The first month after cutover. Coverage, exceptions, review, and release run on the same standards as any other close.