Due to differences in how accounting software systems are structured, not all historical data can be transferred. Therefore, it is important to export and save all necessary information from your previous software.

The company’s management board is responsible for retaining accounting records for seven years after the end of the financial year, and in some cases longer (Accounting Act § 12. Obligation to retain accounting documents).

Before you stop using your previous software, make sure you have saved the following:

• Sales invoices (in PDF format + if possible also in XML format)
• Purchase invoice files (if they have not yet been archived by month or year, now is a good time to do so)
• Payroll records
• Fixed asset records
• Accounting reports:
  ** balance sheet
  ** profit and loss statement
  ** main ledger
  ** daybook
  ** sales ledger
  ** purchase ledger
  ** unused holiday days report
  ** fixed asset report

The provided list is not exhaustive. Review the available reports and export options in your previous software and save any information that may be useful in the future.

When switching to SimplBooks, we recommend deciding whether to transfer your data at the beginning or in the middle of the financial year. Both options are possible. The only difference is how the initial balances are entered.

Steps to follow in SimplBooks

Once you have created your company’s SimplBooks environment, follow these steps:

1. Review your company’s profilehow to find it?. This information will appear on documents issued by your company.
2. Review the chart of accountsread here about accounts. You can add new accounts or rename existing ones if necessary.
3. Add your company’s bank accountimportant to know details and activate the bank integration (Swedbank, SEB, LHV, Coop).
4. Enter or update inital balance entryEntering initial balances - existing company.
5. If necessary, add itemsread here about items. In SimplBooks, items are only required if you want to track inventory. Service companies and businesses that sell goods without inventory tracking do not need to add items.
6. If you use inventory tracking and have stock remaining from the previous period, enter the initial inventory balancehow to enter?. Once you have entered the initial stock balance, check the inventory balance as of the initial balance date under Warehouse -> InventoryWarehouse and stocktaking.
7. If necessary, add usersread here. Before adding a new user, review the user groupshow to add different rights to users to understand how access permissions work. You can check the number of users allowed in your selected plan in the price list.
8. Although data for Estonian companies is automatically retrieved from the Estonian Business Register, you may want to import additional information, such as suppliers’ bank account details or information about reporting persons. You can import this data from a CSV fileread here how to import.
9. Enter outstanding sales and purchase invoicesread here from the previous period using their original invoice dates.
10. If the company has previously acquired fixed assets, create a fixed asset cardread here for each asset using its original acquisition date.
11. If the company has employees, add their details and enter the payroll calculationsread here for the previous one or two months, depending on whether salaries are paid in the same month they are calculated or in the following month.
12. When you create a company environment, you get a 30-day free trial to decide whether SimplBooks meets your needs. If you decide to continue using the software, review and confirm your billing detailsCompanies & billing. Once the details are confirmed, invoices will be issued according to your selected billing period (monthly or annually). If SimplBooks does not meet your expectations, you can delete your company environment through the same self-service portal.