Will my data come across?
Products, prices, stock, customers and suppliers come in from your Excel or CSV files. We help clean them first, then check the numbers with you.
Switching to Simplebks
Moving over should not hurt.
For businesses leaving another POS, accounting app, Excel sheet or notebook.
We help clean your data, bring it in and check it against your old system, with you.
10,000+ businesses run on Simplebks. 14-day trial, no card.
We have done this before
We have moved retailers with thousands of products, a retailer off Hike, and a food producer with recipes and customer orders.
The data is rarely clean. The move goes best when we do it with you.
What worries owners most
Will my staff use it?
We train your leads on the real screens, with a system in front of every person. Each person sees only what you allow.
Will I stop selling?
We agree a cut-off date with you, usually a quiet day. You can run old and new side by side before then.
How we move you
A typical shape. The pace depends on your data.
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Plan the move
We learn how you trade: branches, tills, price tiers, staff roles. You name one person who knows how the business runs. We agree the cut-off date together.
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Clean your files
Send us your exports. We spot duplicates, missing prices, odd units and spelling variants, and clean them with you.
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Bring in your data
We load products, stock, customers, suppliers and opening balances through the import screens, then fix what the checks flag.
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Check against your old system
We compare stock, balances and totals with your old system. Any difference is agreed with you before go-live.
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Train your staff
Free online training and free demos for every client. Hands-on sessions, leads first, then their teams. Back-office teams can be trained separately.
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Go live with us beside you
On cut-off day we load the final data and open your tills. We stay very involved through your first month.
What data we can bring in
Most of it arrives from an Excel or CSV file. Bulk uploads start on the Basic plan.
| Data | From | How it comes in | Who does it | Good to know |
|---|---|---|---|---|
| Products and prices | Excel or CSV export from your old system | Product import: match columns, preview, then confirm | Our team prepares and loads; you review | Variants, brands and categories come too. Services have their own import. Basic plan and up |
| Stock by branch | Same file, one row per branch; or a fresh count | Opening stock posts with the product import; counts check it | Our team, with your team counting | Branch stock and variants need Professional and up |
| Customers and suppliers | Excel or CSV | Contact import; phone or email matches are reviewed, never merged on a name alone | Our team | Loyalty points, store credit and credit limits can come along |
| What you owe and are owed | Your debtor and creditor lists | Opening balances, or open invoices and purchase orders by upload | Our team, with your accountant | We agree the route with you so nothing counts twice |
| Chart of accounts and opening balances | Your old books or trial balance | Set up on screen as at your go-live date; any gap goes to a suspense account | Our team with you or your accountant | Professional and up. Not a file import |
| Past sales and purchases | Export from your old system | Historical import: kept as reference, never posted to your books | Scoped separately once you are live and stable | See "Your books start clean" below |
| Recipes | Your recipe sheet | Recipe import; each recipe arrives as a draft for you to approve | Our team; you approve | Production features: Professional and up |
| Gift cards and loyalty | Card list; points and credit balances | Unsold cards by upload; points and credit with contacts; sold cards as opening balances | Our team | Check the gift card list with us first |
| Bank statements | CSV, Excel or PDF; bank alert emails | Statement upload into bank reconciliation | You upload, or we set it up with you | Reconciliation: Professional and up |
| WooCommerce store | Your online store | Connect the store: products and stock go out, orders come in | Our team connects it with you | Professional and up |
| Staff, tills, price tiers, wholesale groups | Your staff list and price lists | Set up on screen: roles, logins, registers, tiers and groups | Our team, with your process lead | Staff accept their own invitation |
What we do
- Clean and map your files.
- Run the imports and fix flagged rows.
- Set up branches, tills, price tiers, roles and logins.
- Train your leads, free and online.
- Recommend hardware you can buy through our partners.
- Stay hands-on with you through your first month.
What you keep doing
- Send your exports and staff list.
- Name one person who knows how you work.
- Confirm the checks against your old system.
- Keep selling as normal until cut-off.
Your books start clean
We do not replay old sales into your live books. It would post phantom sales and cost of sales, push stock negative and distort your profit and balance sheet.
You go live from opening stock, balances, customers, suppliers, prices, tills, price tiers and logins. Old history stays as reference. For reports, it is scoped separately once you are live and stable.
What it costs to move
Clean data that only needs to be migrated: no extra charge when you pay for more than 6 months.
Unclean or scattered data, or a visit to your premises: a fee that depends on volume.
On-site days: quoted when a visit is needed.
While you switch
Side by side
Record sales in both systems for a while, so every teller has used Simplebks before cut-off. Move branch by branch if you prefer.
Cut-off day
You close, export the final data and we load it. Test data is cleared first, so your books start clean.
Your old system
Keep its export as your reference record. We check Simplebks against it before you go live.
Support during and after
Support runs in a WhatsApp group with your team and your account executive; we are very involved in your first month.
Hardware
We recommend the printers, scanners and tablets that suit your business. You can buy them through our partners.
FAQ
How long does a switch take?
It depends on your data and how clean it is, so we do not promise a number of days. Send us your files in a setup session and we tell you what to expect for your business.
Do you charge to move my data?
When your data is clean and only needs to be migrated, there is no extra charge when you pay for more than 6 months. When your data is unclean or scattered, or we need to visit you in person, there is a fee that depends on volume.
Will my old sales history be in Simplebks?
Not in your live books. Replaying old sales would post phantom sales and cost of sales, push stock negative and distort your profit and balance sheet. We keep history as reference. If you want it for reports, we scope that separately once you are live and stable.
Do I have to stop selling while you move me?
We agree the cut-off date with you, usually a quiet day. You can record sales in both systems for a while first. After closing on cut-off day we load the final data and clear the test data.
Who trains my staff?
Training and demos are free and online. We train your leads on the real screens, and they can train their teams. Purchasing and accounts teams can be trained separately. Roles decide what each person sees.
Can you move me from Excel or a notebook?
Yes. Excel sheets, CSV exports and notebooks are a normal starting point. We help you turn them into clean files, bring them in and check the totals with you.
Tell us what you are moving from. We will tell you what comes across.