Switching accounting software: tips for a successful migration
Introduction
Your current accounting software no longer meets your needs. Invoices are piling up, the interface has become too complex, or costs have skyrocketed. You've made the decision: it's time to migrate to a new solution.
But the prospect of transferring all your data worries you. And for good reason: a poorly prepared accounting software migration can quickly turn into a nightmare. Lost data, interrupted invoice numbering, incomplete customer history, accumulating duplicates.
The good news? With methodical preparation and the right steps, the data transfer goes smoothly. No need to be a technical expert. You just need to follow a clear plan and not skip any steps.
This guide will support you through your transition. You'll find a complete checklist, pitfalls to avoid, and practical advice for each phase of the migration. Whether you're leaving Excel, an old software that's become obsolete, or simply looking for a solution better suited to your business, these steps apply to all situations.
📌 Summary (TL;DR)
A successful accounting software migration relies on rigorous preparation: complete backup, data cleaning, format compatibility verification and planning the right timing. Follow a 7-step checklist to import your data progressively, test in real conditions and train your team. Maintain access to your old system during the transition and carefully monitor your first invoicing cycles to ensure business continuity.
📚 Table of contents
Why switch accounting software?
Several signs indicate it's time to migrate to a new invoicing solution.
Your current software no longer meets your needs: limited features, complicated interface, absence of compliant Swiss QR-invoices. Your business is growing and the system in place is slowing down your activity instead of facilitating it.
Costs are becoming too high compared to the services actually used. Or conversely, you're still using Excel and wasting precious time on manual entries.
The selection of suitable software then becomes a priority to gain efficiency.
The risks of a poorly prepared migration
An improvised accounting software migration exposes you to serious problems.
Data loss happens more often than you think: missing invoices, incomplete payment history, corrupted customer information. You also risk a business interruption if the transition blocks your invoicing for several days.
Data transfer errors can create inconsistencies in your VAT amounts, invoice duplicates or incorrect payment statuses. Result: confusion, wasted time and potentially compliance issues.
Good preparation eliminates 90% of these risks.
Preparing your migration: preliminary steps
The success of a migration is determined even before the data transfer.
Take the time to analyse your current situation: what data must you absolutely keep? Which processes must continue without interruption? What are your timing constraints?
This preparatory phase allows you to identify critical points and anticipate difficulties. It saves you from unpleasant surprises and considerably reduces the stress of change.
Dedicate at least one week to this preparation for a small structure, more if you manage hundreds of customers.
Taking inventory of your current data
Start by listing precisely what needs to be transferred.
Essential data: customer database with contact details and history, invoices from at least the last 12 months, payments received and pending, current quotes, VAT settings. This information is essential for daily operations.
Secondary data: old invoices (beyond 12 months), customers inactive for a long time, abandoned drafts. You can archive them separately rather than migrating them.
This distinction saves you time and simplifies the migration process.
Checking format compatibility
Format compatibility determines the fluidity of your migration.
Check which formats your old software can export: CSV, Excel, XML, PDF. Then check that your new solution accepts these formats for import. CSV remains the most universal and reliable.
Test with a small sample before the complete migration: export 10-20 customers and a few invoices, then import them into the new system. This will identify structure or encoding problems.
This preliminary test prevents you from discovering incompatibilities after exporting all your data.
Choosing the right time to migrate
The timing of your migration directly impacts its success.
Avoid periods of high activity: end of month if you invoice monthly, seasonal peak periods, weeks before quarterly VAT deadlines.
Favour the end of a quarter or fiscal year: you start a new period with a clean system. Ideally, plan the migration over a weekend or during a quiet week.
Allow a safety margin: if you think you need 2 days, block out 4.
Migration checklist in 7 steps
Follow these 7 steps in order for a smooth data transfer.
This checklist covers all critical aspects: backup, cleaning, configuration, import, verification, testing and training. Each step prepares the next and progressively builds your new system.
Don't skip any step, even if it seems secondary. Migration problems often come from shortcuts taken to save time.
Tick off each step as you go to track your progress.
Step 1: Back up all your data
Backup is your absolute safety net.
Export all your data in several formats: CSV for structure, PDF for final invoices, Excel as an intermediate format. Don't rely on just one format.
Create at least two copies: one on your local computer, one on a cloud service (Dropbox, Google Drive, OneDrive). Check that the files open correctly and contain all the information.
This backup allows you to go back if something goes wrong.
Step 2: Clean and organise your data
Take advantage of the migration to clean up your data.
Delete duplicate customers, correct incomplete or incorrect addresses, update obsolete phone numbers and emails. Check that VAT numbers are correctly formatted.
Archive separately customers inactive for more than 2 years and very old invoices. You'll lighten your active database.
Clean data facilitates import and improves the performance of your new system from the start.
Step 3: Configure your new software
Set up your new system correctly before importing anything.
Configure Swiss VAT rates: 8.1% for the standard rate, 3.8% for accommodation, 2.6% for certain essential goods. Create your invoice templates with QR-codes compliant with Swiss standards.
Define your automatic reminder preferences, customise sending emails, adjust invoice numbering. These settings must be in place before import so that the data inherits the correct settings.
Step 4: Import your data in stages
Never import everything at once: proceed in logical order.
Start with customers: they form the basis of everything else. Then import your products and services with their prices. Then invoices, respecting chronology if possible. Finally, payment history.
Test after each import: check that the data appears correctly before moving to the next step. If a problem occurs, you'll know exactly where it is.
This progressive approach limits risks and facilitates troubleshooting.
Step 5: Verify data integrity
Verification is the most important step after import.
Compare totals: number of customers in the old and new system, number of invoices, total amount of outstanding receivables. These figures must match exactly.
Check VAT amounts on a sample of invoices, verify payment statuses (paid, pending, overdue), open a few customer files to validate that all information is present.
Document any discrepancies and correct them immediately before going further.
Step 6: Test in real conditions
Simulate your daily activity before going into production.
Create test invoices for different customers with different VAT rates. Send yourself these invoices by email to check the rendering. Test QR-code generation and scan them with your banking app.
Simulate a payment and check that the status updates correctly. Create a fictitious automatic reminder. Export a report to check that the data exports cleanly.
These tests reveal problems before they affect your real customers.
Step 7: Train your team
If you don't work alone, involve the whole team now.
Organise a practical training session: show how to create an invoice, send a reminder, consult payment history, export a report. Let everyone handle the system with test data.
Create simple internal documentation: screenshots of common operations, answers to frequently asked questions, migration support contacts. Plan for a 1-2 week adaptation period where questions are normal.
A trained team reduces errors and accelerates adoption.
Managing the transition period
The first weeks after migration require particular attention.
Even with perfect preparation, adjustments will be necessary. Some habits need to change, a few settings may need tweaking, unexpected questions will arise.
Stay vigilant without being stressed: it's normal to need an adaptation period. Keep your backups accessible and document problems encountered to resolve them methodically.
This transitional phase generally lasts 2-4 weeks before everything becomes smooth.
Maintaining access to the old system temporarily
Don't immediately close your old software after migration.
Keep read-only access for at least 1 to 3 months. You'll need to consult the history to verify information, find an old email sent, or compare a detail in case of doubt.
This security also reassures your team: no one fears losing important data. You can migrate serenely knowing that the old system remains consultable.
After this period, archive a final complete backup before cancelling the subscription.
Informing your customers if necessary
In some cases, your customers need to be informed of the change.
If the format of your invoices changes significantly, send a simple email explaining the modifications. If you're switching to Swiss QR-invoices for the first time, briefly explain how to scan and pay them.
Reassure about service continuity: your contact details don't change, history is preserved, terms remain the same. A short and transparent message is sufficient.
Most customers appreciate being informed rather than discovering the change by surprise.
Monitoring the first invoicing cycles
Pay increased attention to the first real operations.
Manually check the first invoices sent: correct QR-code, exact amounts, VAT properly calculated, complete contact details. Check that automatic reminders go out at the right time with the right content.
Closely monitor the first payments received: does bank reconciliation work? Do statuses update correctly? Are payment references recognised?
This initial vigilance allows you to quickly correct the small adjustments needed.
Special case: migrating from Excel
Moving from Excel to dedicated software requires specific attention.
Excel offers great freedom but often creates non-standardised data structures. Before exporting, standardise your columns, remove complex formulas, convert everything to simple values.
Check that dates use a consistent format, that amounts don't include parasitic symbols, that VAT numbers are in a dedicated column. The quality of your Excel file determines the ease of import.
Ditching Excel represents a real time saving once the transition is complete.
When to ask for help?
Certain situations justify requesting migration support.
Large volume of data: beyond 500 customers or 1000 invoices, technical assistance accelerates the process. Incompatible formats: if your exports don't match the expected imports, support finds solutions. Complex integrations: bank connections, links with other tools, specific needs.
At BePaid, support accompanies your migration at no extra cost. We prefer to help you from the start rather than correct errors afterwards.
Don't hesitate to ask your questions before starting: it's simpler than repairing.
Switching accounting software is not a decision to be taken lightly, but with methodical preparation, the migration goes smoothly. Back up your data, clean it before import, test in real conditions and keep temporary access to your old system. These simple precautions will save you from unpleasant surprises.
The key to a successful transition lies in anticipation and rigour. Take the time to configure your new solution correctly, verify the integrity of your imported data and carefully monitor your first invoicing cycles. Don't hesitate to seek help if the complexity exceeds your internal resources.
Are you considering migrating to a simpler invoicing solution compliant with Swiss standards? BePaid allows you to easily import your customers and get started quickly with compliant QR-invoices. Create your free account and test the platform without commitment, with 10 invoices and 5 customers included.
