How to Transfer Your Business to Pixelbase
Migrating an existing business onto Pixelbase — entity, bookkeeping, payroll, customers, website, banking — without downtime.
Your business stays operating the entire time. Migrate one system at a time — bookkeeping today, payroll next quarter, website when you have an afternoon. The Pixelbase migration team will help you sequence it.
What can move (and when)
Each system migrates independently. There's no big-bang switchover.
The recommended sequence
Registered agent first
Zero-risk free move. Triggers the conversation with your current provider so you understand what else you're paying for.
Contacts and bookkeeping
Connect bank feeds, import historical transactions, set up chart of accounts. Pixelbase auto-categorizes — review and adjust.
Invoicing and payments
Cut over recurring billing on a calendar boundary. Existing customers get a one-time prompt to confirm payment method.
Payroll
Best done at quarter-start. Year-to-date wages, withholdings, and prior 941s import cleanly. Pixelbase files the rest of the year + W-2s.
Website
Lowest urgency. Rebuild on a Pixelbase template (most templates have feature parity with Squarespace/Wix), then cut DNS on a quiet day.
Calendar timing matters
Best moments to migrate
- January 1 — clean year-start for payroll and books
- April 1 / July 1 / October 1 — quarter boundaries for payroll
- Right after a big project ships — naturally quiet weeks
Times to avoid
- Mid-payroll-cycle (split-period 941s are painful)
- In the middle of a busy season for your business
- Right before a tax filing deadline
Common migration gotchas
Things people miss
- Outstanding invoices.Decide whether they collect through old system or new. Don't leave money in limbo.
- Annual subscriptions. Cancel before they auto-renew — you may be on a 12-month commitment.
- Email forwarding.If you change MX records, make sure forwarding rules still work or you'll miss leads.
- Payroll quarter alignment. Mid-quarter switches mean filing 941s in two systems — possible, but verify.
- Customer payment methods. Saved cards do not transfer between processors. Plan a re-auth flow for recurring billing.
Common misconceptions
"Migration means everything switches in one day."
No — systems migrate independently. Most customers run partial Pixelbase + partial legacy for weeks while they cut over each piece.
"I have to recreate everything by hand."
CSV imports work for contacts, products, invoices, transactions, and employee data. Direct integrations exist for QuickBooks, Xero, Mailchimp, and others.
"My data will be lost if I switch."
Pixelbase keeps your legacy data accessible. You can also export everything from Pixelbase later if needed — no lock-in.
A team to help you move.
The Pixelbase migration team will sequence the move, run the imports, validate the data, and stay on call during cutover. Onboarding starts with a 30-minute audit of your current stack — free.