Spreadsheets work until they do not: one broken formula, one missing row, or one deadline like Making Tax Digital. Moving to accounting software is a one-off job that pays back quickly. This plan keeps your history safe.
Step 1: choose a start date
The cleanest time is the start of a month, a quarter or the tax year (6 April). Everything before that date comes across as opening balances, and everything after is recorded in the new system.
Step 2: tidy the spreadsheet
- Make sure every line has a date, a description, an amount and a category.
- Fix obvious errors and duplicates.
- Note which invoices and bills are still unpaid at your start date.
Step 3: set up your business
Create your business, choose the right type, and check your chart of accounts and tax rates. See Create your business and Chart of accounts.
Step 4: bring in contacts
Import your customers and suppliers from a CSV file. See Import contacts.
Step 5: enter opening balances
Enter the balances at your start date for your bank accounts, money owed to you, money you owe and any equipment or loans. Your accountant can help you get these right. See Opening balances and lock dates.
Step 6: enter unpaid invoices and bills
Record each outstanding invoice and bill with its original date, so ageing reports are correct.
Step 7: import bank statements
Import your statement from the start date as CSV, OFX, QFX or QIF, then reconcile it. See Import a bank statement.
Step 8: run in parallel for a month
Keep the spreadsheet going for the first month and compare totals. If they differ, find out why before you stop using it.
Step 9: lock the old period
Set a lock date so nobody can change records before your start date by accident, and keep the old spreadsheet safe as a reference.
A checklist
- ☐ Start date chosen
- ☐ Business and tax rates set up
- ☐ Contacts imported
- ☐ Opening balances entered
- ☐ Unpaid invoices and bills entered
- ☐ Bank statements imported and reconciled
- ☐ First month compared
- ☐ Lock date set
How AvrioBooks helps
Start a free trial, explore the built-in demo company first, and bring in your own data when you are ready. If you stop, your books become read-only and nothing is deleted. See AvrioBooks for small business and do freelancers need accounting software?
Frequently asked questions
When is the best time to switch to accounting software?
At the start of a month, quarter or the tax year on 6 April, so that everything before is an opening balance and everything after is recorded in the new system.
Can I import my customers and suppliers?
Yes. Import contacts from a CSV file.
What are opening balances?
The balances of your bank accounts, receivables, payables and other accounts at your start date.
Should I keep my spreadsheet?
Yes. Run it alongside the software for a month, compare totals, then keep it safe as a reference.
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