Files 07–08 — Migration & acceptance walk
Load real data, then walk it like a customer.
Switching systems fails in a predictable place: the new tool opens empty, the crew keeps working from the old one “just for today”, and two weeks later nothing has moved. The pack's answer is a migration worksheet with a fixed loading order, and an acceptance walk — an eight-check end-to-end test you run, as a test customer, before the first real customer touches the system.
The loading order
Customers, price book, open work, review profiles. In that order.
Coming from Jobber, Housecall Pro, GoHighLevel, or spreadsheets, the worksheet loads four blocks. Customer list — one row per customer: name, phone, email, service address, ZIP, last job, and notes (access, pets, plan member?). Price book — one row per service: the service, your diagnostic or visit fee, a flat-rate price or an explicit “quote on site”, and your materials policy. Open work — open quotes, which go straight into the quote follow-up playbook; unpaid invoices, loaded as opening balances with their original dates; and maintenance-plan members, flagged for priority scheduling and the renewal sequence. Review profiles — your Google and Yelp URLs, pasted into the review sequence so the first finished job in the new system asks correctly.
The price book decision
Flat rate or quote-on-site — decided per line, in advance.
The price book is where the quoting rule from File 04 becomes data. Every service line carries one of two labels: a flat-rate price your crew may present after diagnosis, or “quote on site”, which means the number is built from the diagnosis and presented as one approved price. A line with no label is a line your tech will price from memory, differently every time. Loading the price book is dull, finite work — one pass, per line, with the owner deciding — and it is the single highest-leverage hour in the whole migration.
The acceptance walk
Eight checks, run as a test customer, before opening day.
Standard intake lands
Submit a test intake as a standard job, in your own name. Confirm it lands in the pipeline at the right stage.
Critical intake jumps the queue
Submit a second test intake as a critical job. Confirm triage routes it first and the mitigation guidance appears.
The booking touches fire
Book the standard job into a 2–4 hour window. Confirm the booking confirmation, the 24-hour reconfirmation, and the en-route notice all arrive.
No firm price too early
Raise a quote from the price book. Confirm no firm price exists before the on-site diagnosis step — then approve and e-sign the estimate.
Phases hold without evidence
Work the job through every project-template phase. Confirm a phase will not close while its QA evidence is missing.
Closeout converts and pays
Close the job: confirm the work order converts to an invoice, take a test payment, and confirm the receipt arrives.
The review request is scheduled
Confirm the review request is set for 24–48 hours after completion — scheduled, not yet sent, and addressed once.
The export works
Export your data once — customers and configuration. If the export opens and reads correctly, the system is yours in fact, not just in promise.
The old system
Delete nothing until the export opens.
The worksheet's last instruction is the one people skip: when the data is loaded and the walk passes, delete nothing from your old tool until you have exported from the new workspace once and confirmed the export opens. The old system becomes a read-only archive, not a second place work happens. Anything that fails in the walk gets fixed in the workspace settings before the first real customer touches it — that is the entire point of walking it yourself, as a customer, while the only person who can be embarrassed is you.
From the pack
Files 07 and 08 ship inside every pack — the walk and the worksheet, in this order. That closes the manual: return to the Field Manual index, or see how the install runs, step by step.
Straight answers
Asked about switching systems.
What order should I migrate my data in?
Customer list first, then the price book, then open work (open quotes, unpaid invoices as opening balances with their original dates, maintenance-plan members flagged), then your Google and Yelp review profile URLs. Each block is spent by a later step in the new system.
How do I test a new business system before launch?
Run an acceptance walk as a test customer in your own name: submit standard and critical test intakes, book a job, raise and sign a quote, work every phase, close and pay the job, confirm the review request is scheduled, and export your data once. Fix every failure in settings before the first real customer touches the system.
When can I delete my old tool?
Only after the new workspace holds your loaded data, the acceptance walk passes, and you have exported from the new workspace once and confirmed the export opens. Until then the old tool stays as a read-only archive.
End of shift
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