Timesheet Migration FAQ: Frequently Asked Questions on Changing Solutions

Discover answers to the most frequent questions about timesheet software migration. This complete FAQ guide helps you prepare and succeed in changing solutions without losing data.

General Migration Questions

Q1: How long does a timesheet migration take?

A: Migration time varies by complexity:

• Simple migration (Excel → Software): 1-2 weeks
• Standard migration (Software A → B): 2-4 weeks
• Complex migration (ERP/Legacy): 1-3 months

The main factor is data volume and the number of integrations to migrate. Good preparation can significantly reduce migration time.

Factors affecting duration:

• Number of consultants (10 vs 100)
• Volume of history to migrate (3 months vs 3 years)
• Integration complexity (none vs 5 integrations)
• Project team availability

See our complete migration guide for a detailed plan.

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Q2: Can we migrate during active billing period?

A: Yes, with a transition period (double entry). Ideally migrate at the start of the month to avoid monthly closures.

Recommended strategy:

1. Transition period (1-2 weeks)

   • Entry in old system (backup)
   • Entry in new system (primary)
   • Compare results

2. Progressive validation

   • Validate day by day
   • Correct gaps quickly
   • Communicate results

Benefits:

• ✅ Maximum safety (no data loss)
• ✅ Validation in real conditions
• ✅ Progressive team training

Avoid: Migrating during monthly or quarterly close.

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Q3: What if data is lost during migration?

A: With full backups and batch migration, the risk is minimal. If issues occur, restore from backup and correct.

Prevention:

1. Backups before each step

   • Full backup of old system
   • Backup after each migrated batch
   • Keep backups 3-6 months

2. Batch migration

   • Migrate in small batches
   • Validate after each batch
   • Regular restore points

3. Testing in test environment

   • Run full migration in test
   • Validate all scenarios
   • Fix issues before production

If loss occurs:

1. Stop migration
2. Restore from last valid backup
3. Analyze cause
4. Correct and restart

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Q4: Should we migrate all timesheet history?

A: No, generally 12-24 months is enough. Migrate only the data needed for reporting and billing.

Recommendations by data type:

• Active timesheets: Migrate in full
• Recent timesheets (12-24 months): Migrate for reporting
• Old timesheets (> 24 months): Archive (optional)
• Reference data: Migrate in full (users, projects)

Benefits of limiting history:

• ✅ Faster migration (2-3x)
• ✅ Fewer error risks
• ✅ Lower costs
• ✅ Reduced complexity

Exception: If you need full history for audits or regulatory reporting, migrate everything.

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Q5: How to validate that migration succeeded?

A: Compare volumes (number of records), totals (hours, amounts), and test main features.

Validation checklist:

Volumes:

• Same number of users
• Same number of projects
• Same number of timesheets
• Same period covered

Integrity:

• Total hours consistent (± 1%)
• Billed amounts consistent (± 1%)
• Correct dates
• Correct relations (projects-consultants)

Features:

• Creating new timesheet works
• Validating timesheet works
• Data export works
• Report generation works
• Automatic calculations correct (TACE, profitability)

User tests:

• Consultants can enter
• Managers can validate
• Administrators can configure

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Technical Questions

Q6: What data formats can be imported?

A: Common supported formats are CSV, Excel (XLSX), JSON, and sometimes XML.

Formats by migration type:

Excel/CSV:

• ✅ Universal support
• ✅ Easy to generate
• ✅ Manual cleaning possible

JSON/XML:

• ✅ Richer structure
• ✅ Better for complex data
• ✅ API supported

Direct API:

• ✅ Automated migration
• ✅ Real time
• ✅ Fewer errors

Pre-migration checks:

• Formats supported by new solution
• Compatible data structure
• Import tools available
• Import documentation available

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Q7: Can we migrate from Excel to timesheet software?

A: Yes, it's the simplest migration. Export your Excel data to CSV, clean if needed, then import into the new system.

Steps:

1. Excel export

   • Export to CSV
   • Check structure (columns)
   • Clean data

2. Preparation

   • Standardize formats (dates, hours)
   • Remove duplicates
   • Validate consistency

3. Import

   • Use import wizard
   • Map columns
   • Validate results

Typical duration: 1-2 weeks

Benefits:

• ✅ Simple and fast
• ✅ No technical dependencies
• ✅ Full control over data

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Q8: How much does a timesheet migration cost?

A: Costs vary by complexity:

Simple migration (Excel → Software):

• Time: 20-40h
• Internal cost: €1,000 - €2,000
• External cost (if assistance): €2,000 - €5,000

Standard migration (Software A → B):

• Time: 40-80h
• Internal cost: €2,000 - €4,000
• External cost: €5,000 - €15,000

Complex migration (ERP/Legacy):

• Time: 80-200h
• Internal cost: €4,000 - €10,000
• External cost: €15,000 - €50,000

Cost factors:

• Data volume
• Number of integrations
• Workflow complexity
• Need for external assistance
• Team training

ROI: Generally paid back in 6-12 months through productivity gains.

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Q9: Should we shut down the old system during migration?

A: No, it's recommended to keep the old system running during the transition period.

Recommended strategy:

1. Transition period (1-2 weeks)

   • Old system: Read-only (backup)
   • New system: Primary
   • Double entry for validation

2. After validation

   • Old system: Read-only (archiving)
   • New system: Primary
   • Progressive deactivation

Benefits:

• ✅ Maximum safety
• ✅ Rollback possible
• ✅ Progressive validation
• ✅ No service interruption

Deactivate only after:

• Full validation of new system
• Team training complete
• Active support available
• Full backups done

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Q10: How to migrate existing integrations?

A: Identify all integrations, check if the new solution supports them, then reconfigure.

Steps:

1. Integration inventory

   • ERP (SAP, Oracle, etc.)
   • Accounting (Sage, Cegid, etc.)
   • Billing tools
   • Payroll systems
   • Calendars (Google, Outlook)
   • Development tools (Jira, Git)

2. Compatibility check

   • Integrations supported by new solution
   • APIs available
   • Integration documentation

3. Reconfiguration

   • Configure integrations in new system
   • Test connections
   • Validate data exchange

Complex integrations:

• May require custom development
• Plan this step in advance
• Possible additional budget

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Data and Feature Questions

Q11: What about billing data linked to timesheets?

A: Migrate billing data together with timesheets to maintain consistency.

Data to migrate:

• Generated invoices: Amounts, dates, clients
• Hourly rates: Per consultant, per project
• Billing periods: Dates, statuses
• Remainders: Hours not yet billed

Checks:

• Billed amounts match hours worked
• Hourly rates correct
• Billing periods correct
• Remainders calculated correctly

Tests:

• Generate a test invoice
• Verify calculations
• Validate with accounting

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Q12: Can we migrate validation workflows?

A: Yes, but it requires reconfiguration in the new system.

Steps:

1. Document current workflows

   • Who validates what (roles)
   • Validation deadlines
   • Business rules
   • Escalations

2. Mapping to new system

   • Identify equivalents
   • Adapt if needed
   • Document differences

3. Reconfiguration

   • Configure workflows
   • Test validations
   • Train managers

Tests:

• Create a test timesheet
• Validate per workflow
• Check notifications
• Test escalations

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Q13: How to train teams after migration?

A: Run role-based training sessions with documentation and dedicated support.

Training plan:

1. Administrators (2-3h)

• Advanced configuration
• User management
• Reporting and analytics
• Maintenance

2. Managers (1-2h)

• Timesheet validation
• Profitability steering
• Staffing and allocation
• Alerts and notifications

3. Consultants (30 min - 1h)

• Timesheet entry
• Mobile use
• Main features
• FAQ and support

Post-migration support:

• Accessible documentation
• FAQ and guides
• Dedicated support (1-2 weeks)
• Q&A sessions
• Temporary hotline

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Risk and Strategy Questions

Q14: What are the risks of migration?

A: Main risks are data loss, service interruption, resistance to change, and mapping errors.

Risks and mitigation:

1. Data loss (Risk: Medium)

• Mitigation: Full backups, batch migration, validation after each step
• Probability with good preparation: < 1%

2. Service interruption (Risk: Low)

• Mitigation: Transition period, double entry, old system as backup
• Probability with good preparation: < 5%

3. Resistance to change (Risk: Medium)

• Mitigation: Communication, training, involving teams
• Probability with good preparation: 10-20%

4. Mapping errors (Risk: Low)

• Mitigation: Tests in test environment, progressive validation
• Probability with good preparation: < 5%

Overall success rate: 95%+ with good preparation

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Q15: Can we migrate gradually (by team or project)?

A: Yes, it's possible but complex. It requires maintaining two systems in parallel longer.

Benefits:

• ✅ Less risky migration
• ✅ Progressive training
• ✅ Step-by-step validation

Drawbacks:

• ❌ Increased complexity
• ❌ Higher costs
• ❌ Possible confusion
• ❌ Duplicate risk

Recommendation:

• Small IT services firms (< 50 consultants): Full migration
• Large IT services firms (100+ consultants): Gradual migration possible

If gradual migration:

• Define phases clearly
• Communicate dates
• Avoid overlaps
• Validate each phase

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Q16: How to migrate user permissions and roles?

A: List all roles and permissions, map them to the new system's roles, then assign them during import.

Steps:

1. Role inventory

   • List of roles in old system
   • Permissions per role
   • Users per role

2. Mapping to new system

   • Identify equivalents
   • Adapt if needed
   • Document differences

3. Import and assignment

   • Import users with their roles
   • Verify permissions
   • Test access

Checks:

• All roles configured
• Permissions correct
• Users have correct access
• Access tests passed

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Q17: What if the new system doesn't support some features?

A: Identify critical features before choosing the new solution. If some features are missing, assess whether they're truly necessary.

Steps:

1. Feature audit

   • List of current features
   • Identify critical vs nice-to-have
   • Check in new solution

2. Evaluate alternatives

   • Equivalent features
   • Possible workarounds
   • Custom development

3. Decision

   • Accept differences
   • Adapt processes
   • Custom develop (if critical)

Critical features:

• Billable/non-billable distinction
• Automatic TACE calculation
• Real-time staffing
• Essential integrations

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Q18: Can we roll back after migration?

A: Yes, if you kept full backups and the old system in read-only mode.

Conditions for rollback:

• ✅ Full backups available
• ✅ Old system still accessible
• ✅ Data not corrupted
• ✅ Team available

Rollback process:

1. Stop new system
2. Restore old system
3. Restore data from backup
4. Validate operation
5. Communicate to teams

Complexity: High, costly, lengthy

Recommendation: Better to prepare migration well to avoid having to roll back.

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Q19: How to migrate leave and absence data?

A: Export leave data, clean it, then import into the new system.

Data to migrate:

• Leave: Dates, types, statuses, approvals
• Absences: Sick leave, training, etc.
• RTT: Days available, used
• History: 12-24 months

Checks:

• Correct dates
• Correct leave types
• Statuses preserved
• Availability calculations correct (TACE)

Tests:

• Create a test leave
• Verify availability calculation
• Validate alerts

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Q20: What is the best time to migrate?

A: Start of month or start of quarter, avoiding accounting close periods.

Recommended periods:

• ✅ Start of month (1st-5th of month)
• ✅ Start of quarter (January, April, July, October)
• ✅ Calm periods (avoid project rushes)

Periods to avoid:

• ❌ End of month (monthly close)
• ❌ End of quarter (quarterly close)
• ❌ End of year (annual close, holidays)
• ❌ Rush periods (major deliveries)

Planning:

1. Identify calm periods
2. Plan 2-3 weeks ahead
3. Communicate dates
4. Prepare teams

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Conclusion

These 20 questions cover the essential aspects of timesheet software migration. A successful migration requires thorough preparation, methodical execution and careful follow-up.

Key takeaways:

1. ✅ Prepare: Full audit, detailed plan, backups
2. ✅ Test: Always test in test environment
3. ✅ Validate: Check each step
4. ✅ Communicate: Inform all stakeholders
5. ✅ Train: Ensure adoption of the new system

Average migration time: 3-6 weeks (depending on complexity)

Success rate with good preparation: 95%+

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Need help with your migration?

• 📖 See our complete migration guide
• 💬 Contact our team for personalized support
• 🚀 Try TimeTrack free for 14 days

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Related articles:

• Guide: Complete Timesheet Migration
• Guide: Choosing Timesheet Software
• Timesheet FAQ: 20 Frequently Asked Questions