Tidy Up After Importing From Another App

Your data just landed from your old app — nice work. Now comes the satisfying part: a quick once-over so everything is accurate, on-brand, and ready to bill. Twenty minutes of tidying here means estimates that calculate correctly and clients who never see a stray “[Customer Name]” placeholder. Let’s make it spotless.

Spot-check what came over

Imports are good, but rarely perfect. Old tools store names, addresses, and money in their own quirky ways, and a few things always need a human eye. Start with a fast pass through your records.

1. Open Companies in the left sidebar and skim the list. Look for duplicates, ALL-CAPS names, or blank rows where a header sneaked in as a contact.
2. Open a handful of Contacts and confirm each one is linked to the right company — every contact in Fee-Lion belongs to a company, so check the pairing held up.
3. Open Invoices and sort by status. Confirm that paid, draft, and outstanding invoices imported with the right state and the right totals.
4. Fix anything off by editing the record directly. Merge obvious duplicates by keeping the fullest record and deleting the thin one.

Tip: Reach for the command palette to move fast. Hit ⌘K, type a client’s name, and jump straight to their record instead of scrolling. It turns a tedious audit into a few keystrokes.

Check the money math

This is the one worth slowing down for. Currency, tax, and rounding don’t always survive a migration intact, so verify the numbers before you send anything new.

• Open two or three older invoices and confirm the line items, tax, and grand total match what your old app showed.
• Spot-check that hourly work imported as tasks (hours × rate) and flat charges as fees/units (qty × rate) — not lumped into one mystery line.
• Confirm outstanding balances are correct so your invoice aging view starts from a true picture, not an inflated one.

Set your defaults so new docs inherit them

Imported records keep their old numbers, but everything you create from here forward pulls from your workspace settings. Lock those in once and you’ll never hand-type them again.

1. Go to Settings → Preferences and open Branding to upload your logo and colors — your invoices and the client portal both use these.
2. Under Estimates, payment terms, tax, and deposit defaults, set the values you want every new estimate and invoice to start with.
3. Create one fresh draft invoice as a test. If it inherits your logo, terms, tax, and deposit cleanly, your defaults are dialed in.

If the import itself needs a redo — wrong column mapping, a missing field — you can always head back to Settings → Data Import and run it again before you build new work on top.

Loop in the people, when you’re ready

Imported clients don’t get an email until you choose to involve them. Once a client’s record looks right, you can invite them to the portal to approve estimates and pay invoices — no surprise messages fire off during cleanup.

What’s next

• Import your data from another app
• Set your workspace preferences
• Set up your brand and logo
• Invite a client to the portal