Switching round software without losing customers or money

Why people put it off

Switching software feels risky: your customers, your history and your payments all live in the old system. But most of the worry comes down to three things, and each has a simple answer.

Step 1: get your data out first

Before you do anything else, export what you have: customers, addresses, prices, how often you visit and when you're next due. Most apps can produce a spreadsheet. If yours can't, ask their support. Keep a copy somewhere safe, whatever you decide.

If your round lives in a paper book, take clear photos of each page. It's slower, but it's possible.

Step 2: check what the export includes

• Names, addresses and postcodes
• Phone numbers and email addresses
• The price and how often each customer is visited
• The date of the next visit
• Notes, like gate codes or 'dog in the garden'

Anything missing, add before you import, because it's much harder to fix later.

Step 3: start with a test

Import a handful of customers first and check them. Look at the prices, the frequencies and the next-visit dates. Fix any pattern that's wrong, then import the rest.

Step 4: don't collect twice

This is the one that can cost you money and trust. If you collect Direct Debits through the old app, make sure it stops collecting the moment you start collecting in the new one. Otherwise a customer could be charged twice for one visit.

Some systems use your own payment provider account, which means your customers' Direct Debits can carry on without anyone signing again. Ask the new software whether you can keep your existing mandates.

Step 5: pick a quiet moment

Switch in a quiet week rather than the busiest, so you have time to check things. Run a day or two in the new system before you cancel the old one.

Step 6: tell your customers what's changing

If the way they pay or hear from you is changing, say so first. A short message saves a lot of questions.

Moving to WorkWise

In WorkWise you can import from Squeegee or CleanerPlanner, from any spreadsheet, or from photos of your round book. Nothing is saved until you've looked at every row and pressed Import. If you already collect Direct Debits through GoCardless, you connect that account and your customers don't sign anything new. If your round is a mess, you can send us the file and we'll set it up. See how switching works.