Many small businesses start out with an Excel file: customers in one spreadsheet, a price list in another, invoices in a folder. It works as long as the numbers remain small. The need to switch comes when you look for a piece of information and cannot find it, or when two people are working on different versions of the same file. Those who put off switching tend to have the same concern: “I'll have to copy everything across by hand.” That's not the case. Here's how to migrate in an organised way.
What you should bring across
- Customers and suppliers: name, VAT number, tax identification number, address and email. This is the foundation of everything.
- Products and services: name, list price and VAT rate.
- Invoice history, if you need to access it in your new software.
- Ongoing projects, contracts and expenses.
- Hours already worked, if you have recorded them in a spreadsheet.
You don't need to bring everything across: choose what you actually use. You can keep any archive you don't need to consult in the old file.
Before importing: clean up your file
- One row per customer, with column headings in the first row.
- Remove obvious duplicates and standardise abbreviations (for example, "Ltd" and "Limited").
- Check VAT numbers and tax identification numbers: Excel often removes leading zeros from numbers. A good import tool can restore them, but it's worth checking.
- Save a copy before making any changes.
The import process
In CursusOffice, the guided process has four steps:
- Upload your file: CSV, Excel (.xlsx and the older .xls format) and, for invoices, electronic invoice XML files as well.
- Match the columns: the system automatically suggests which column corresponds to each field. You can correct the matches if necessary.
- Run a test: before saving any data, the system simulates the import and shows you any problematic rows, including the row number and the reason for the issue.
- Import your data: the data is imported in batches. If something goes wrong, you have up to 7 days to undo the import.
What happens to duplicates?
If a customer already exists, you can choose to skip them, update their details or create another record anyway. Matching is based on the most reliable information: VAT number first, then tax identification number, and finally email address. When updating a record, empty cells in the file will not erase information already stored in the system.
Past invoices
Previously issued invoices are imported as historical documents: they retain their original number, date and amounts, without being recalculated or sent to anyone again. They are available for reference, reporting totals and comparisons with the previous year. If you have the XML files for your electronic invoices, you can also import their line-item details.
After importing: what to check
- Open five random customer records and compare their details with the original file.
- Check the total invoiced for the year against your spreadsheet.
- Make sure that the VAT rates assigned to your products are correct.
- Only then should you stop using the old file and use the new system for all new work.
How much does it cost and how long does it take?
In CursusOffice, importing is free and available during the 30-day trial, without needing to upgrade to a paid plan. For a small or medium-sized archive, preparing the file is usually the most time-consuming part; the actual import takes just a few minutes.
In summary
- Choose what to bring across and make a copy of the file.
- Clean up the headings, duplicates and identification numbers.
- Upload the file, match the columns and run a test.
- Import the data and carry out some sample checks.
- Use the new system for all new work.
