Five things to check before you switch invoicing software
Moving invoicing software is a two-hour job that goes wrong in five predictable places. Each of them is easy to handle in advance and expensive to fix afterwards.
By SoftSelect Editorial2 min read
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Changing invoicing software is one of the few migrations a small company can genuinely do in an afternoon. It is also one where the mistakes surface months later, in an audit or a payment chase, rather than on the day. These five checks are the difference.
1. Get the export out of the old system first, and open it
Before you sign anything with the new vendor, export everything from the current one: issued invoices, corrections, the customer register, and the numbering history. Open the files. An export that turns out to be a set of PDFs with no structured data is something you want to discover while you still have a live account, not after it lapses.
2. Invoice numbering has to survive the move
Numbering must stay continuous and non-repeating across the switch. Decide before the first invoice whether you are continuing the existing series or starting a new one at a period boundary, and configure the new system to match — including the format, the counter, and the reset rule. Two invoices with the same number in one year is a correction exercise nobody enjoys.
3. KSeF authorisations do not migrate
Rights granted to your old software do not follow you. Plan for issuing a token or granting rights to the new system, removing the old one's access, and re-establishing your accounting office's delegated rights. Do this before the switchover date, and test with one real invoice rather than assuming it worked.
4. Your accountant needs access on day one
Whoever does your books should be in the new system before you issue anything in it — with their own account, their own permissions, and a view they recognise. The most common cause of a bad first month is an accounting office receiving an unfamiliar export format in the last week of the period.
5. Pick a date that is not the end of a period
Switch at the start of a month or a quarter, never in the closing week. You want the first days on the new system to be quiet ones, and you want the previous period to be fully closed in the old system so that nothing has to be reconstructed across two tools.
And keep the old account alive for a while
Keep read access to the previous system for at least one full closing cycle. It costs a small monthly fee and it is the cheapest insurance available: everything you forgot to export is still there.
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