Switch from spreadsheets to Thorbis
Thorbis lets you move off spreadsheets and get organized without losing your history. Your customer list, job notes, price list, and outstanding balances come over through guided migration with a validation step before cutover, then live in one connected system — customers, scheduling, estimates, invoicing, and payments — instead of tabs you have to keep in sync by hand.
- Guided migration
- Validation before cutover
- Unlimited users
Signs you're ready to leave spreadsheets.
- You're copying the same customer and job details between more than one sheet.
- Following up on unpaid invoices means scrolling a spreadsheet, not a real list.
- Two people editing the same file is starting to cause mistakes.
- You want job history and payments tied to each customer automatically.
What migrates from spreadsheets.
We never claim every record type moves from every tool. Here's what comes over from this source, and what doesn't move cleanly.
- Customers
- Contacts
- Locations
- Outstanding balances
- Price books
- Notes
- Tags
- Team members
- Past invoices and payments usually exist only as totals in a sheet, so they come in as opening balances and notes rather than itemized records.
- Photos, files, and equipment history that live outside your spreadsheet are added in Thorbis going forward rather than migrated.
- How cleanly your data maps depends on how your columns are organized — we review the file and map what's there.
Three tracks keep the switch controlled.
Migration is not just import, then hope. Data, team approvals, and cutover readiness are handled as separate workstreams before go-live.
Records with review points
Customers, Contacts, Locations, Outstanding balances
Roles and approvals
You're copying the same customer and job details between more than one sheet.
Go-live only after validation
Past invoices and payments usually exist only as totals in a sheet, so they come in as opening balances and notes rather than itemized records.
Validated before you go live.
- 1
Export
We pull your data out of your current tool using its export or API, so nothing is retyped by hand.
- 2
Mapping
Each field from your old system is mapped to its home in Thorbis, including your custom fields and tags.
- 3
Staging
The mapped data lands in a staging copy first, separate from your live workspace, so nothing goes live unchecked.
- 4
Validation
You review a validation report — record counts, balances, and unmapped fields — and sign off before anything cuts over.
- 5
Parallel operation
You can keep your old tool open alongside Thorbis while you confirm the data matches what you expect.
- 6
Cutover
When you approve, your workspace goes live with the validated data and your team starts working in Thorbis.
- 7
Reconciliation
We compare key totals — customers, open jobs, and outstanding balances — against your old system to confirm they line up.
- 8
Rollback preparation
Your original export is kept so the import can be corrected and re-run if validation surfaces a problem.
- 9
Post-launch review
After you're live, we walk through any records the importer flagged so nothing is left in limbo.
The important part is the review.
A switch from spreadsheets should leave your team with a clear list of what was checked, what needs attention, and when the workspace is ready for daily work.
- 1Review imported customer records
- 2Confirm open jobs and balances
- 3Validate price book items
- 4Invite the team after sign-off
A cleaner switch starts before import day.
The migration plan should make ownership, timing, and exceptions obvious before your team starts using Thorbis as the daily system.
Freeze window
Choose the point when edits stop in the old system, so the final import has a clear source of truth.
Owner sign-off
Assign one person to approve records, balances, price book items, and team access before rollout.
Exception list
Keep anything that does not map cleanly in a visible review list instead of hiding it in the import.
Rollback notes
Document what remains in the old account and what should be checked if the team pauses rollout.
You sign off before anything cuts over.
Before cutover, you review a validation report and confirm the data matches your old system. The example below uses sample data to show the shape of that report, it is not a real customer's data.
Common questions.
My spreadsheet is messy — can it still be imported?
Usually yes. We review your file and map the columns that are there. The validation step shows exactly what mapped and what didn't, so you decide before anything goes live.
Will I lose the history I've built up?
Your customer list, notes, price list, and outstanding balances come over. Detailed past invoices that exist only as totals typically come in as opening balances rather than line-item records — the validation report makes that clear.
Do I have to set everything up at once?
No. Start with customers, scheduling, estimates, invoicing, and payments, and turn on more modules — dispatch, service agreements, inventory — only when you're ready.
Other switches.
Guided migration moves your data with a validation step before cutover, so you switch with your data verified, not on a fixed clock.
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