Switching
Switching from another work order package
The moment to choose is usually the renewal of your current contract. This page lists what to check beforehand, how the switch works and what you bring into Solven yourself.
Beforehand
What to check before your last day to cancel
Your renewal date
Check your contract or your latest invoice for when it ends, and whether it renews automatically if you do nothing.
Your notice period
It decides the last day you can cancel. Count back from your renewal date and put that day in your calendar.
Whether you can export your data yourself
Check whether you can download your customers, items, addresses, installations, contracts and open work orders yourself as a file (.csv or .xlsx), and whether that costs anything. Also ask until when you can still reach your data after cancelling.
How it works
Step by step
1. Export your data
Get a file (.csv or .xlsx) per kind of data out of your current package. Split a large file into parts. You can keep using your current package in the meantime.
2. Start an environment in Solven
Start with a trial or start paying right away; you choose at signup.
3. Import in order
On the Data import screen you load one file per kind of data. Start with your customers: locations, installations, contracts and work orders refer to them.
4. Map the columns and check
Solven suggests which column belongs to which field. You adjust that or leave a column out. Then comes a check that saves nothing yet; a row with an error is listed with its row number. Only when the check is in order do you start the import.
5. Roll back what is wrong
An import of locations, installations, contracts or work orders can be rolled back one batch at a time, as long as nothing in Solven has been built on it yet.
6. Switch your contracts on
Imported contracts come in as drafts and do not invoice yet. You activate them yourself, one by one, once your old package no longer invoices them.
7. Cancel your old contract
No later than the day you worked out from your notice period, even if the import is not finished yet. Check until when you can still work and export in your old package after cancelling.
What you bring
What you import yourself
You load this data yourself on the Data import screen, as a .csv or .xlsx file. The screen is available to the owner and the back office, in every plan and during the trial.
Customers
Name, address and contact details. Every customer needs their own email address in the file; a customer already in Solven with the same email address is not created twice.
Items
Your item list with sales price, VAT rate and optionally item number and purchase price.
Locations
The addresses per customer, linked to the customers you imported before.
Installations and objects
Per customer or location, with brand, type, serial number and warranty date. The parent object and the custom fields from your old package stay visible on the installation.
Maintenance contracts
With term, billing period and amount. They come in as drafts and only invoice once you activate them yourself.
Open work orders
Only work orders that are still open. If a technician’s email address is listed that belongs to a colleague in Solven, that colleague is set as the technician on the work order.
What does not come along
- Closed work orders and their history.
- Invoices, photos and attachments.
- Colleagues and subcontractors: you add them yourself in Solven. You can have a file of them checked, but not imported.
- A direct connection to your old package: you work from an export.
Getting started
See whether the switch fits
In a demo we walk through the switch based on your own situation. Prefer to start yourself? Start a trial environment and have a file checked before you import anything.
The trial runs to a fixed end date. After that you pick a plan or it stops.