Xero for Multiple Companies: One Login, Separate Organisations, Costs & Best Setup (Canada)

If you run multiple businesses or hold multiple corporations in Canada, you don't need multiple Xero logins. Yes, you can use Xero for multiple companies with a single email address.

However, Xero treats each legal entity as a separate "Organisation" with its own database and its own subscription.

In this guide, we’ll break down exactly how to set up multiple entities, when to use Tracking Categories instead of new organizations, and how to handle consolidated reporting without tearing your hair out.

Last updated: February 2026

What "Multiple Companies" Means in Xero

Xero distinguishes between the User (you) and the Organisation (the business file).

• One User Login: You use one email address to log in.
• Unlimited Organisations: You can access 5, 10, or 50 different company files from that single login.
• Separate Data: Data does NOT cross over. Your real estate holding company knows nothing about your operating company's bank feeds.

Critical Decision: Separate Org or Tracking Categories?

Before you start adding new organizations and paying for extra subscriptions, ask yourself: Is this actually a separate legal entity?

Use the decision tree below:

How to Add Another Organisation

Setting up a second (or third) company is easy and takes about 2 minutes.

1. Log in to Xero.
2. Click your Organisation Name in the top-left corner.
3. Select Change Organisation (or just look at the bottom of the dropdown).
4. Click Add a new organisation.
5. Follow the setup wizard.

Pro Tip: Copying the Chart of Accounts

If your new company is in the same industry as your existing one, you don't need to rebuild the Chart of Accounts from scratch. Unfortunately, Xero doesn't have a "Clone Organisation" button, but you can:

• Export the Chart of Accounts from Company A (Settings > Advanced > Chart of Accounts > Export).
• Import it into Company B.

How to Switch Between Organisations

Once you have multiple companies set up, switching is instant.

Just click the Organisation Name in the top-left corner and click the company you want to work on. There is no specialized login required. You can have multiple tabs open for different companies at the same time (just be careful not to enter data into the wrong one!).

Costs & Billing (Canada)

This is the most common question we get: "Do I have to pay for a new subscription for every company?"

Yes. Xero charges per organisation.

However, you don't necessarily need the top-tier plan for every entity.

• Operating Company: Likely needs Standard or Premium (for multicurrency).
• Holding Company: Often only needs the Starter plan (approx $20-25 CAD/mo) if it has very few transactions (under 20 invoices/bills per month).

Exclusive Xero Offer

Since you are adding a new subscription, you are eligible for new customer promos.

Managing your business finances can be challenging, but finding the right tools can make all the difference. That's why we're excited to share an exclusive offer: 90% off Xero for 6 months with this Xero partner link. This deal makes it easier than ever to simplify your accounting while saving money.

Get 90% off Xero for 6 months

Consolidated Reporting (Group Views)

If you own 3 companies, you probably want to see a "Group" Profit & Loss.

Xero has extremely basic consolidation features effectively only available if you share the exact same base currency and chart of accounts. For 99% of Canadian business owners, Xero's native consolidation is not enough.

The Solution: Joiin

For consolidated reporting, we strongly recommend an app called Joiin. It connects to all your Xero files and produces beautiful, consolidated Board Reports, eliminations, and multi-currency conversions automatically.

Common Pitfalls

• paying for full subscriptions on dormant corps: If a corporation is inactive, cancel the Xero sub and just keep the PDF records. Don't pay $50/mo for a zero-transaction file.
• Mixing funds: Just because you can access both companies from one login doesn't mean you can transfer money freely without recording it. Every transfer between Company A and Company B must be recorded as an Intercompany Loan.
• Bank Feeds: You must connect the distinct bank account for Company B to Company B's Xero file. You cannot feed Company B's bank data into Company A's Xero file.

Frequently Asked Questions

Can I share my Xero login with my business partner?

No. You should never share passwords. Instead, invite your partner as a user into each organisation. It is free to add unlimited users.

Does Xero give a discount for multiple companies?

Xero sometimes offers "Multi-org discounts" but typically only if you have a huge number of files (like a franchise). For most owners with 2-3 corps, using the New Subscriber Promo for each new file is the best way to save.

Can I merge two Xero organisations later?

No. You cannot merge two files into one. If you made a mistake and created two orgs for the same company, you have to choose one and manually move the data, then delete the other.