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Switching from Spreadsheets & Manual Systems

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You’re in Good Company

• Data scattered everywhere - Customer info in one file, jobs in another
• Version confusion - Which spreadsheet is the latest?
• No mobile access - Can’t update from the field
• Manual everything - Copying data, sending emails, calculating totals
• No real-time visibility - What’s the team working on right now?

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What You’re Probably Using Now

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Common Spreadsheet Setup

📁 Business Files
├── 📊 Customers.xlsx
├── 📊 Jobs Log.xlsx
├── 📊 Quotes Template.xlsx
├── 📊 Invoice Template.xlsx
├── 📊 Price List.xlsx
├── 📊 Time Sheets.xlsx
├── 📅 Schedule (Calendar or sheet)
└── 📁 Job Folders (documents, photos)

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Or a Mix of Tools

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How Taskr Replaces Your Tools

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Migration Process

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Phase 1: Prepare Your Data (1-2 days)

• Customer/client lists
• Job records
• Price lists
• Any other business data

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Phase 2: Set Up Taskr (Half day)

• Sign up at taskr.com
• Enter organization details
• Invite yourself as first user

• Company info and logo
• Tax settings
• Invoice/quote templates
• Payment terms

• Add team members
• Assign appropriate roles
• (Detailed guide: Team Setup)

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Phase 3: Import Data (Half day)

1. Customers (foundation - everything links here)
   ↓
2. Contacts (links to customers)
   ↓
3. Locations (links to customers)
   ↓
4. Products/Services (for quoting/invoicing)
   ↓
5. Assets (links to locations/customers)

1. Download Taskr’s template
   • Settings > Import
   • Select data type
   • Download CSV template
2. Map your data to the template
   • Copy columns from your spreadsheet
   • Match to template columns
   • Fill in any required fields
3. Test with small batch
   • Import 10-20 records
   • Verify data looks correct
   • Fix any issues
4. Import full dataset
   • Upload complete file
   • Review results
   • Address any errors

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Phase 4: Go Live (1 day)

• Walk through main features
• Create a sample job together
• Answer questions

• Create your first real jobs
• Schedule upcoming work
• Start tracking time

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Mapping Your Spreadsheet Columns

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Customers

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Products/Services (Price List)

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Jobs (for historical reference)

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What You’ll Gain

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Immediate Benefits

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Medium-Term Benefits

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Long-Term Benefits

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Common Concerns

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”I like the flexibility of spreadsheets”

• Notes fields for anything custom
• Customizable job statuses
• Tags for categorization
• Export to spreadsheet anytime

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”My spreadsheets are complex”

1. Import simple customer data
2. Set up products
3. Create jobs manually at first
4. Add complexity over time

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”What if my team doesn’t adapt?”

1. Start simple - Just jobs and time tracking first
2. Show the benefit - “No more emailing timesheets”
3. Be patient - 2 weeks to get comfortable
4. Get feedback - Adjust based on their experience

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”What about my historical data?”

1. Import as reference - Job history marked as completed
2. Keep spreadsheets - Archive for historical lookups
3. Start fresh - Clean slate going forward

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Quick Wins to Start

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Week 1: Core Data

• Import customer list
• Set up your service/product prices
• Create 5-10 jobs
• Track time on real work

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Week 2: Full Workflow

• Create and send a quote
• Complete a job
• Generate an invoice
• Schedule next week’s work

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Week 3: Team Adoption

• All team members using Taskr
• Time tracking adopted
• Job updates happening in real-time
• Spreadsheets relegated to archive

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Spreadsheet vs. Taskr: Side by Side

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Creating a Quote

1. Open quote template
2. Save As new file
3. Type customer details
4. Add line items
5. Fix calculations
6. Export to PDF
7. Attach to email
8. Send
9. Save to customer folder
10. Add to job log

1. Quotes > Create
2. Select customer (details auto-fill)
3. Add line items (prices auto-calculate)
4. Click Send
5. Done (automatically linked to customer)

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Tracking a Job

1. Add row to job log
2. Update status column
3. Copy time to timesheet file
4. Update calendar
5. Hope team sees the changes

1. Create job
2. Assign team member (they’re notified)
3. They start timer when working
4. They update status when done
5. Everyone sees progress in real-time

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Finding Information

1. Which file was it in?
2. Open customer spreadsheet
3. Ctrl+F search
4. Find customer
5. Look up job number
6. Open job spreadsheet
7. Find that row
8. Open email to find details

1. Press Cmd+K
2. Type customer or job number
3. Click result
4. All information in one place

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Migration Checklist

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Preparation

• Collected all business spreadsheets
• Identified key data to import
• Cleaned customer data
• Standardized formats
• Removed duplicates/old records

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Taskr Setup

• Created Taskr account
• Configured organization settings
• Set up invoice/quote templates
• Added tax rates

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Data Import

• Downloaded import templates
• Mapped customer data
• Tested with small batch
• Imported full customer list
• Imported products/services
• Verified imported data

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Go Live

• Invited team members
• Conducted training session
• Created first real jobs
• Sent first quote
• Generated first invoice
• Archived old spreadsheets

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Getting Help

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Self-Service

• First Login Guide
• Navigation Guide
• Role Guides
• Data Import Example

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Support

• In-app chat: Quick questions
• Email: [email protected]
• Import assistance: We can help with data mapping

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You’ve Got This!

• Less time on admin = more time for actual work
• Real-time visibility = better decisions
• Professional appearance = happier customers
• Consistent processes = easier to scale