Switch to 4fleet
Move systems without a night going dark.
Changing operations software is risky because the work does not stop while you do it. The plan below keeps your current system running until the day you decide it is no longer needed.
The real risk
Three things that go wrong in a migration.
Not the ones a sales call raises. These are the three that cost real money, and what the import flow does about each of them.
Risk 01
Bad data written silently
A mapping is off by one column and you find out weeks later, inside an invoice.
AnswerNothing is written until you have seen the mapped result. Failed rows come back with the reason.
Risk 02
The cutover night
A weekend switch, a full diary on Monday, and nowhere to fall back to.
AnswerRun a parallel week. Your current system stays live and authoritative until you say otherwise.
Risk 03
Getting stuck again
You leave one system that would not let go, and land in another that will not either.
AnswerOperational data exports from the workspace, including during the trial, before you have paid anything.
The import
Five steps, and you can stop at any of them.
The writing happens in the last step and nowhere else, so every step before it is a look rather than a commitment.
01
Upload
A CSV or XLSX export from the system you use today.
02
Map columns
Your headings do not have to match ours.
03
Preview
The mapped result, shown as records. Nothing is written yet.
04
Read the failures
Listed with the reason they failed, never dropped quietly.
05
Commit
Only this step writes, and only the rows you accepted.
The plan
Two weeks, and only one of them matters.
The first week is a rehearsal you can abandon. The second is the only one where anything changes for the people who ring you.
- Day 1
Open the trial and import
Clients, vehicles, drivers and the rate card. No card is required, and your current system is untouched.
- Day 2
Rebuild the rate rules
Quote three jobs you already priced last month, and check that 4fleet returns the same figure.
- Week 1
Run in parallel
The old system stays authoritative. Does the same week come out the same way, including the invoices?
- Week 2
Cut over on a Tuesday
The quietest day of the week. The old system is still readable, and existing bookings finish where they started.
- After
Keep the old export
Take a full export before you cancel. It is cheap insurance, and it is the advice we would give you about us too.
Say what it doesn't do
What does not come across.
Four things stay where they are. Better to read them now than to discover them on the Tuesday you cut over.
Historical invoices
Finished financial history stays in the system that issued it, which is where your accountant expects to find it.
In-flight bookings
Jobs that have already been dispatched finish where they started.
Your old email threads
A connected mailbox parses new mail. Older threads stay searchable in the mailbox itself; they are not turned into records retroactively.
A bespoke integration
If your current system has no export, we cannot read it for you.
Not sure whether your export is usable? Send us a sample file and we will tell you honestly before you start. Send a sample file →
Free trial
Start with the parallel week.
No card, nothing to cancel, and your current system keeps running the whole time. The worst case is that you learned what your rate card actually says.
7-day free trial. No credit card required. Trial allowances apply: 2,000 AI operations, 150 bookings and 5 users; bookings continue above the allowance without automatic charges.