Shop workflow guide
Switching Auto Repair Software: Cutover Checklist
Before switching shop software, test an export, map the fields, decide how to handle open work and validate a sample in the new system. Keep historical records accessible before ending the old subscription.
Updated · Strut product team
01 / Shop workflow guide
Ask the outgoing vendor for a usable export
A vendor migration involves linked records and contractual access, not just cleaning a spreadsheet. Request a sample export early and find out which relationships and attachments it preserves. Confirm the cost, delivery timing and access after cancellation.
- Inventory customers, vehicles, jobs, invoices, payments and attachments.
- Identify stable customer, vehicle and document IDs.
- Confirm which historical records remain available only in the old system.
Migration mapping worksheet
| Item | Source example | Validation |
|---|---|---|
| Customer and vehicle | Customer ID linked to vehicle ID and VIN. | Check one customer with multiple vehicles. |
| Open work | Job ID, location, status and assigned staff. | Account for every active job at cutover. |
| Unpaid invoices | Document ID, currency, balance and payments. | Reconcile the unpaid total without collecting twice. |
| History | Completed visits and attachments. | Agree what is imported versus retained in an archive. |
02 / Shop workflow guide
Validate a sample before setting the date
Have the new vendor confirm supported import fields and exclusions. A readable CSV is not proof that every record can be imported. Check duplicates, phone formats, vehicle links, taxes, document dates and balances with a small representative sample.
- Include multi-vehicle customers and partially paid invoices.
- Record rejected rows and who fixes them.
- Get written agreement on import scope and costs.
03 / Shop workflow guide
Run a controlled cutover
Choose who owns the final export and when new entry stops in the old system. Keep an approved fallback and reconcile the first day’s work before cancelling access. Do not import old invoices as new payment requests.
- Tell advisors which system owns each open job.
- Reconcile counts and outstanding balances after the final import.
- Retain historical documents according to your business requirements.
Map this to your shop