We frequently encounter requests to migrate everything from the original system, including the complete history and accounting records. However, it is important to recognize that different systems are built on fundamentally different architectures and operating principles. When migrating between two different systems, the standard approach is to migrate the core reference data and the most essential records (address book, price list, stock levels, outstanding documents, etc.), after which a smooth transition is made by entering opening account balances. Retaining access to the old system for historical reference is also advisable. In general, migrations depend primarily on which system the data is being transferred from — specifically, what format the data can be exported in from the original system — and on the scope of the migration.

Flexi supports imports via Excel (XLS) or XML. However, XML structure is strictly defined (and each system has its own clearly defined structure), meaning a specific conversion bridge would need to be developed — which can be quite demanding, both in terms of time and cost. Our development team does not currently have the capacity to build such bridges. Excel is therefore the recommended tool. When preparing source XLSX files for import into Flexi, it is typically necessary to format the data appropriately (column order and any corrections to individual field values).

Flexi's web interface offers a more advanced import experience than the desktop application. It can assist with column mapping, and now all you need to do is upload a file and select which fields correspond to each column (only for columns that are not automatically recognized). You can also add extra fields that are not present in the import file — a great feature for setting the document type, for example. Furthermore, the next time you import a file, the fields you previously selected for each column will be pre-filled automatically. This approach can be used to migrate core reference data (address book, price list, etc.) as well as other records (orders, invoices, etc.).

Opinions on this vary. Your accountant will certainly be the key person whose input should be sought. The unwritten rule is that if you are going to migrate, the ideal time is at the end of the year — or at the end of the accounting period. That said, migrating mid-year is not an insurmountable challenge.

In general, there are two possible scenarios:

The correct accounting transition process is similar in both cases, although the second scenario is naturally somewhat more time-consuming, particularly with regard to outstanding receivables, payables, and advance payments.

Of course, when transitioning during an accounting period, you will also need to close out the full month in your current system. Do not migrate data mid-month, especially given VAT reporting considerations.

The level of effort will depend on what data can be exported from your current system and what actually needs to be migrated. You will then need to consider what you can handle internally and where you need our assistance. Based on experience, the process typically takes around 2–3 hours per record type, depending on the complexity of the field mapping and data preparation.

We have detailed guides to help you through the migration:

We have prepared a series called Accounting Transition to ABRA Flexi, designed to help users cover all the necessary steps and get up and running smoothly in the new system. Detailed guides for Excel Imports are also available.

For the reasons outlined above, we are not able to perform fully turnkey migrations including complete historical data. However, if you send us your exported files (ideally in Excel format) along with an outline of the scope you have in mind, we will be happy to assist with the migration and provide an estimate of the effort involved. The hourly rate for this service can be found in the current price list.