Contractor software migration checklist

A software switch can disrupt estimates, jobs, payments, and customer communication. Use this checklist before cancelling the existing system.

Before selecting a replacement

1. Inventory customers, leads, jobs, estimates, invoices, payments, photos, documents, products, price-book items, employees, and message history.
2. Export a sample from the current platform and confirm that files open correctly.
3. Ask the replacement vendor which records can be imported and which relationships may be lost.
4. Identify integrations that must be reconnected.

Test the migration

1. Import a small sample into a trial or sandbox.
2. Compare record counts and financial totals.
3. Check addresses, custom fields, notes, attachments, recurring jobs, and open balances.
4. Run a complete estimate-to-payment workflow.

Cutover and rollback

1. Choose a low-volume cutover window.
2. Freeze changes in the old system during the final export.
3. Retain the original export and account access until reconciliation is complete.
4. Tell employees exactly when the new system becomes authoritative.
5. Review failures after the first day, week, and billing cycle.