Data import
We import your history for you, from almost any system
We import and harmonize into YVY the data from almost any business system: contacts, quotes, orders, invoices, payments, projects, comments and attachments, and if you need it the books kept by your accountant too. We start from an export of your system or from its API, map the fields, harmonize them onto YVY and onto the verticalization designed for you, test on a sample, then reconcile everything to the cent against the books. We do the work: from you we need access and an hour with whoever knows the numbers.
Switching business software is scary for one reason: the past. Years of clients, quotes, invoices and projects are your company's memory. Left behind in the old system, the new one starts with a limp. Brought over wrong, nobody trusts the numbers again. We make sure everything comes over, and that it adds up.
How does the import work?
Export or API
We start from whatever your system can give. Almost every system exports tables to CSV or Excel; many have an API we read from directly, without ever writing to the old system. On top come Italian e-invoices (FatturaPA XML), document PDFs, your accountant's files and bank statements.
Field mapping
Every column of the old system finds its place in YVY: the customer code, the VAT number, the tax rate, the status of an order, the salesperson. YVY recognises each table by its columns, not by the file name. Doubtful matches we decide with you and put in writing.
Harmonization
Data is not just copied: it takes the shape of YVY and of the verticalization designed for your company. Statuses, categories, price lists and job types from the old system become your statuses and your templates; duplicates are merged, codes are aligned, the owner of each contact is rebuilt from the deals.
Sample run
Before anything else, a sample: a few clients, a few invoices, one project. YVY runs a dry run that writes only a report, with what it would create, what it would skip and why, and you check the sample with your own eyes.
Reconciliation to the cent
The real import can be repeated as often as needed, with no duplicates. Every figure is compared with the sources and with your accountant's books, line by line, to the cent.
Switch-over
Up to the chosen day the import repeats, so YVY stays in step while your team learns. On switch-over day the old system can stay on, read-only.
What do we bring into YVY?
Everything you need to work from day one as if YVY had always been there.
| What | Where it lands in YVY |
|---|---|
| Companies, people, categories and tags | Contacts, from CSV or Excel exports or from the API, with column matching |
| Products, services and price lists | Catalog, also with Import price list |
| Opportunities, quotes and orders | CRM, with numbering that carries on |
| Customer and supplier invoices, credit notes | Accounting, from tables, from the API or from FatturaPA XML, with the PDF attached |
| Payments and receipts | Accounting, from tables and bank statements, linked to invoices |
| Projects and tasks, with hours | Projects, one diagram on the canvas per project: each task becomes a node |
| Users, including former staff, and who did what | Team People: former staff stay as deactivated and take no seat |
| Comments, logged emails, attachments | The record's Conversations and Files, with the original author's name |
| Your accountant's books | Ledgers, trial balances and opening balances, in the general journal |
Projects, users and comments come over when your system exports them or exposes them through its API: we look at it together during analysis. You decide what comes over: all projects or only open ones, the whole history or only the last few years.
How do we reconcile to the cent?
Reconciliation is our method, not a final check. Every import goes through four tests.
- Dry run. YVY reads the sources and writes only a report: what it would create, what it would skip and why. Nothing enters the database.
- Repeatable import. The real import can be re-run as often as needed: it updates records already imported and never creates duplicates. A record you deleted in YVY does not come back. One you created by hand with the same code or VAT number is left alone.
- Line-by-line comparison. Every figure in the sources is compared with the one YVY calculates and with your accountant's books. When a figure does not match, the report marks it as Different and shows both figures, "sheet ≠ YVY". We fix the cause and re-run.
- Strong proof for attachments. A PDF is attached to an invoice only with strong proof: the supplier's number together with the total or the name. Anything without strong proof stays out, and we tell you.
The result is a report you can download and hand to your accountant.
Which systems do you migrate from?
From almost any system. It does not need to be a particular one: the data just has to be readable.
- Through the API. If your system has one, we connect with an access key and read directly. We never write to the old system.
- Through exports. Any software that exports CSV or Excel, plus Italian e-invoices (FatturaPA XML) and PDFs. YVY takes several files at once or a ZIP.
- Your accountant. Ledgers, trial balances and opening balances enter YVY's general journal and are checked against the accountant's totals.
- Your bank. Statements enter the Cash journal, and YVY suggests how to match them to invoices and payments.
The "almost" is a system that exports nothing and has no API. If that is yours, we tell you during analysis, before any commitment.
What happens to the books your accountant already keeps?
They stay theirs. Together we set a switch-over date. Up to that date the books are your accountant's: YVY imports and reconciles them but does not redo them. From that date on YVY posts from the documents. Old invoices and payments are all searchable in YVY, linked to the quotes they came from, and no revenue is counted twice.
Why do we do it, instead of a do-it-yourself import?
Because real data is messy. Contacts with no name, products with duplicate codes, opportunities with no client, supplier payments never matched in the old system, so invoices already paid still look open. An "import" button cannot decide what to do in these cases. We decide with you, case by case, and write it in the report.
YVY was born inside Aldeia, an Italian agency that built it for its own use. The first history we imported and reconciled was our own, and that is where the things we always check come from:
- An invoice can look open even when it is paid. It happens when supplier payments were never matched. Cash looks worse than it is: you fix it against your accountant's books and the bank, before switch-over.
- The salesperson often sits on deals, not on contacts. If you do not rebuild it, almost all your contacts end up with no owner.
- Closed projects weigh. It often pays to bring them over for reference, not as active work. You decide.
- Attachments take up space. Better to learn it from the dry run than from the storage bill.
How long does it take and what does it cost?
It depends on how many years you bring, how many sources, and how clean they are. Timing and price are set after the analysis, in writing.
- Price: on a quote, after the analysis. As a guide, if the data comes in electronic form (your accountant's files and the export from your system) and is in order, it starts at €2,200 one-off, VAT excl.
- Typical duration: to be defined.
What do we need from you?
- Access to the sources: a key to your system's API, or its exports.
- Your accountant's files, if the books come too.
- Bank statements for the periods you want to reconcile.
- One person who knows the numbers, for decisions on doubtful cases.
Frequently asked questions
Does it work with my system?
Almost always. All we need is for the data to come out, through table exports or the API. During analysis we look at your sources and tell you in writing what we will bring over and how.
Does my current system stay on during the import?
Yes, and that helps: the import repeats until you switch to YVY, and each run updates without duplicating. So there is no "day zero" when everything stops. We never write to the old system.
Can you bring invoices and accounts, not just contacts?
Yes. Customer and supplier invoices with their lines, credit notes, payments and, from your accountant, ledgers and trial balances. All checked to the cent against the sources.
Does quote and invoice numbering restart from one?
No. Numbering carries on from where the old system stopped, so documents have no gaps and no duplicates.
What if a figure does not match?
The report marks it as "Different", with the source figure and the YVY figure. We find the cause, fix it and re-run the import, which never creates duplicates.
Do invoice PDFs come over?
Yes, when there is strong proof that the PDF belongs to that invoice. Invoices issued by YVY have their own generated PDF anyway.
Where does my data go?
Into your workspace in YVY, which has its own database schema, separate from other customers, on servers in the EU.
Can I import on my own?
Some tools are there for you too: Import in Contacts and Import price list in the Catalog. The full history, with mapping, harmonization and reconciliation, is a service we deliver.
Let's talk about your history
Tell us which system you start from and how many years you want to bring. On a call we look at your sources and tell you how we would move them.
Book a call