TUTORIAL 20 · MIGRATION

How to Switch From Spreadsheets to CrmLeaf

Move your leads, BOQs, and inventory tracking out of spreadsheets and into one connected system - without losing a single active job in the process.

CrmLeaf TeamUpdated July 20263-4 weeks, phasedFounders & Ops Leads

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1
STEP 1 OF 8

Inventory Every Spreadsheet in Use

Why it matters: Spreadsheet sprawl tends to be invisible until you write it all down - most teams find more spreadsheets in active use than they expected.
  • Lead and deal tracker
  • BOQ templates, often one per project or one master copy that gets duplicated
  • Inventory or stock-on-hand sheet
  • Any shared "master schedule" for active projects
WHAT YOU SEE WHEN DONEA written list of every spreadsheet in active use, with an owner for each.
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STEP 2 OF 8

Clean & Standardize Your Data

Why it matters: Spreadsheets accumulate inconsistent formats over time - different date formats, inconsistent stage names - that need fixing before import, not after.
  1. Standardize date and phone number formats across every sheet
  2. Consolidate multiple "current" versions of the same BOQ into one
  3. Remove duplicate leads and dead records
WHAT YOU SEE WHEN DONEOne clean, current version of each spreadsheet, with consistent formatting throughout.
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STEP 3 OF 8

Import Leads & Clients

Why it matters: This gets your sales team working in CrmLeaf immediately, and is the lowest-risk data to move first.
  1. Go to CRM → Import and upload your cleaned lead tracker as CSV
  2. Map each column to its CrmLeaf field
  3. Review the import preview before confirming
WHAT YOU SEE WHEN DONEYour CrmLeaf Deals list matches your spreadsheet's row count and total value.
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STEP 4 OF 8

Rebuild Your BOQ Templates

Why it matters: This is the step that actually stops BOQ version confusion - once your common line items live in CrmLeaf, no one is typing them from memory into a new spreadsheet copy.
  1. Go to Work → BOQ Settings
  2. Add your common material and labor categories with standard unit costs
  3. Save your most frequent full BOQ as a template for repeat project types
WHAT YOU SEE WHEN DONEBuilding a new BOQ means selecting from a list, not typing from scratch.
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STEP 5 OF 8

Set Up Inventory From Your Stock Spreadsheet

Why it matters: Inventory data is only trustworthy from day one if opening stock is entered accurately - this is worth doing carefully once rather than correcting later.
  1. Go to Operations → Warehouses and add each physical location
  2. Add your product catalogue with current purchase and selling costs
  3. Enter opening stock per warehouse from your most recent physical count, not an estimate
Note: If your stock spreadsheet hasn't been reconciled against a physical count recently, do that count before importing - otherwise you're just moving inaccurate numbers into a new system.
WHAT YOU SEE WHEN DONECrmLeaf's Inventory dashboard matches your most recent physical stock count.
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STEP 6 OF 8

Migrate Active Projects

Why it matters: Only currently open jobs need to move - completed projects can be archived as reference data with no urgency.
  1. Create a Project record for each active job from your master schedule
  2. Recreate current milestones and mark completed ones as done
  3. Recreate open tasks with accurate due dates
WHAT YOU SEE WHEN DONEEvery active project appears in CrmLeaf with correct milestone and task status.
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STEP 7 OF 8

Train Your Team on the New Workflow

Why it matters: The biggest risk in leaving spreadsheets isn't the data migration - it's habit. A team that's used a shared sheet for years needs a deliberate walkthrough, not just an announcement.
  1. Run a 30-minute walkthrough of the new day-to-day workflow with the whole team
  2. Show specifically where each spreadsheet's old function now lives in CrmLeaf
  3. Designate one person per team to answer "where do I do X now" questions during the transition
WHAT YOU SEE WHEN DONEEvery team member can name where their old spreadsheet tasks now happen in CrmLeaf.
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STEP 8 OF 8

Retire the Spreadsheets

Why it matters: A spreadsheet that's still editable is a spreadsheet someone will eventually edit - the only way to fully stop the old habit is to remove write access.
  1. Set every migrated spreadsheet to read-only or archive it entirely
  2. Remove shared edit links from team chat channels and bookmarks
  3. Confirm no one has quietly kept a personal copy still being updated
WHAT YOU SEE WHEN DONEAll source spreadsheets are read-only or archived, and CrmLeaf is the only place data gets entered.

You've completed this tutorial

You're fully off spreadsheets. Next: make sure your first proposal out of CrmLeaf looks great.

Next: Solar Proposal Creation

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