From Excel to a system, step by step: a switch without stress

We already wrote about the signs that a shop has outgrown spreadsheets. This time — HOW to switch. The good news: it is not a month-long project. With the right order of steps, one week is enough, and most of the work happens by itself.

Step 1: clean up the client list

Open your Excel file and keep three columns: name, phone, e-mail. Save as CSV. ReactDesk has a built-in client import — a few minutes of work and your whole client base is in the system. Latvian companies are even faster: the system finds them in the business register by name.

Step 2: enter the stock — but not all of it

The classic mistake is trying to enter all 800 parts on day one. Don’t. Enter the 50 parts you use most — add the rest the first time you need them. A month later the stock list is complete, and nobody spent a night at the computer.

Step 3: new repairs go only into the system

From day one, every NEW repair goes into the system. Repairs already in progress get finished on paper. A week later the paper pile is empty and nobody even noticed a “migration” happened.

Step 4: bring in the team

Each employee gets their own login and role — technicians see repairs, finances are visible only to those who should see them. You can finally forget the one shared password on a sticky note.

Step 5: after a month, open the reports

Once the system holds a month of data, the reports start talking: which jobs earn, where repairs get stuck, what is actually worth keeping in stock. That is the moment the switch pays for itself.

And if you are switching not from Excel but from another CRM — you get 31 days of Premium free, and we help move your data. Write to us in the chat.