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Migrating your data to ROLL

Migration Summary

The migration process allows for the movement of project and client data from your existing application to ROLL. Our migration process will still require some of your time to ensure that your data has been migrated properly. Please note that no two software systems are the same, we all work in different ways and ROLL is no different. Whilst we can migrate a lot of data, some data will not come across and our team will work with you directly to discuss this.

Note: It is important to store a copy of your historical data in your own files.

Migration Cost

The cost of our standard implementation offering is $995 NZD +GST (if applicable).
Please get in contact to receive our full implementation guide at [email protected]

Data that can be migrated

The data that can be migrated across from other platforms can include:

  • "In Progress"/Active projects or jobs
  • Historical (completed/cancelled) jobs and projects (note: bringing over historical records isn't recommended)
  • Time Records, current and historical (note: bringing over historical records isn't recommended)
  • Costs, current and historical (note: bringing over historical costs isn't recommended)
  • Client records
  • Supplier records
  • Contact records

Data that can't be migrated

  • Custom field data
  • Quotes
  • Invoices
  • Purchase Orders
  • Bills
  • Schedule / calendar information
  • Documents, Attachments, Templates

Migration Service Requirements

  1. Migrating customers must have reviewed and tested ROLL to ensure that ROLL software meets their business requirements. This is "good process" and ensures that you are moving to a product that meets your business needs.
  2. Customers must have all their users added to ROLL and be on a paid ROLL account.
  3. Customers must have connected their ROLL account to their corresponding Xero account (if applicable)

The Migration Process Step 1: Before Migration

  1. Setup your ROLL account by customising your ROLL instance in the settings area.
  2. All current users that appear in your existing software MUST be added to ROLL. If all users are not added to ROLL, time records will not be assigned to them during the data migration process. So this step is critical.Note: The names of users must be an exact match with what is in your existing software account otherwise the time entry data will not match up with the user.
  3. Ideally, you should invoice all unbilled time and cost records from your existing projects and jobs.
  4. Connect your Xero account (if using) in general settings area of ROLL
  5. Import your Xero contacts to ROLL via the general settings area and the one-touch "import all Xero contacts" and "import all Xero Suppliers" buttons. This will bring in the companies you deal with from your Xero account and we will add your existing contacts data to these companies (all the people you deal with, within these companies).
  6. Now is a great time to clean up your data prior to sending us the data file(s). Please take the time to ensure that your data is clean and organised. This is good practice and will ensure the data is looking as good as possible after the migration to ROLL.

The Migration Process Step 2: Export your data

  1. Export your data from your existing software as Microsoft Excel .xls or .csv files. Compress to a zip file.

  2. Send the .zip datafile to [email protected].

    1. Please ensure the subject line is of the email is "data migration file for <your business name>.
    2. IMPORTANT: Please let us know of any deleted users who may have un-invoiced time records in your data due to no longer having a user account (i.e. they have left the company).

Once we have received your data file and checked it over, if we have questions, we will get in contact with you. We will also advise you of expected timeframes for the migration to be completed.

The Migration Process Step 3: After Migration

  • Check and review the data import for accuracy.
  • Jobs and projects - including retainer jobs - will be imported as fixed-fee jobs. It will then be up to the user to change those jobs to either Time & Materials or Retainer jobs in ROLL. This is a simple process.
  • For fixed fee projects that are in progress when migrated (you have invoiced some of the job already), it is important to let ROLL know how much has been invoiced on the project to date. We call this entering "opening balances" into ROLL. This is an easy process to complete. A short video on how this is done is here.
  • Complete any missing project information in ROLL
    • Project team members, Client contacts, Project Types (can be setup in the settings area), Project Status (can setup in the settings area as well), Lead sources, Total value if needed (applies to fixed fee jobs).
  • Check your users table. If we’ve had to migrate unbilled time records for users that you haven't added to ROLL (e.g they have left your company), we create the user then assign the time records to them. Once that is done, the user is deleted so the time record is assigned to them - as it should be - but the user account doesn’t exist in ROLL and you are not charged for the additional user(s).
  • Team members involved in projects will need to be added to each project.
  • Check your hourly rates. There may be a number of Hourly Rates that need to be cleaned up as they may not be in use now. Delete as needed to clean this data up.
  • Please check your client information here.
    • Sync any clients with your Xero account that need to be synchronised (blue “Sync Me” button on the right-hand side)
    • Check contacts are under the correct clients.

Migration Notes

  1. No two pieces of software work the same or handle the same fields.
  2. Time record data will be assigned to employees, providing the names match and the users all exist in their ROLL account.
  3. Time records for employees who do not have a ROLL user account will still be imported but will not have a staff member/employee associated with them.
  4. It is the responsibility of the customer to review and check the data migration for accuracy and issues. If issues are spotted early they can be addressed quickly. If issues are spotted later then additional charges may apply in order to resolve any data issue or any resulting data problem as a result.
  5. It is not recommended to import historical data as it can add unnecessary clutter to your system and slow down the implementation. We want to get you up and running as quickly as possible with a clean and organised data set.

Custom imports

If you require data outside of the above to be imported, we are able to do a custom import for you. There will be an additional cost for this, based on the work required for your specific import. We can discuss this with you.

Updated about 12 hours ago