Due to the different structures of the software, it is not possible to transfer all historical data. Therefore, it is important to ensure that all necessary data is exported from the previous software. The management board of the company is obligated to ensure the preservation of data for 7 years after the end of the financial year, and in some cases, even longer (Accounting Act § 12. Obligation to retain accounting documents). Before finalizing the termination of the previous software, make sure the following are in place:

• Sales invoices (in PDF format + if possible also in XML format)
• Purchase invoice files (if not already archived monthly/annually, now is the last chance)
• Salary calculation
• Fixed asset accounting
• Reports: 
  ** balance sheet
  ** profit and loss statement
  ** main legder
  ** daybook
  ** sales ledger
  ** purchase ledger
  ** unused holiday days report
  ** fixed asset report

The provided list is not exhaustive. Review the capabilities and reports of your current used software and save everything that you might serve as a useful source of information in the future.

If you are migrating from another software to SimplBooks, we recommend thinking about when to transfer the data – either in the middle of the financial year or at the beginning of the financial year. Both options are possible, with the only difference being how the opening balances are entered.

Following steps in SimplBooks software once the environment has been created for the company: 

1. Review your company’s profilehow to find it?. This information will be reflected in the documents sent out by the company.
2. Familiarize yourself with the chart of accountsread here about accounts. If necessary, additional accounts can be added or their names modified.
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 transactionEntering initial balances - existing company.
5. If necessary, enter itemsread here about items. In SimplBooks, item are only required if you want to manage inventory. For service companies and sales without inventory tracking, adding items is not needed.
6. If you are using inventory and have stock from a previous period, you need to enter the initial inventory balancehow to enter?. Once the inventory balance is entered, make sure to also verify it against the initial balance date.
7. Add usersread here if necessary. Before adding a new user, familiarize yourself with the user groupshow to add different rights to users. Check the price list to see the number of users allowed in your selected package.
8. Although the data for Estonian companies is loaded from the Business Register and there is no immediate need to manually enter it into the program, it may be useful to add bank account information for suppliers or reporting persons. It is recommended to import these details, which can be done using a CSV fileread here how to import. 
9. Outstanding invoices from previous period need to enter under the sales and purchase invoicesread here and make sure to use their original dates.
10. If the company has previously acquired fixed assets, please add them to the fixed asset cardread here with the original acquisition date. 
11. If the company has employees, their data must also be added. Additionally, enter the salary calculations for the last 1 or 2 months, depending on whether the salary is paid in the same month as it is calculated or in the following month. Steps related to salary calculation are described in the guide How to start salary calculation?.
12. When adding the company, there is a 30-day trial period during which you can determine if SimplBooks is suitable for your business. If you are confident that the software is a good fit, you will need to review and confirm the billing informationMy profile -> Billing. Based on this information, we will start sending invoices for SimplBooks usage according to the selected period (monthly or annually). If the software does not meet your expectations, you can delete it directly from the billing information section.