Skip to main content
Migration Playbook

Switching from spreadsheets to Certivo

Three steps, ~50 minutes of active work, and 30 days of running both in parallel. Most training companies are fully migrated within the first week of their trial.

1

Export your current data

~30 min

Pull your client list, instructor roster, class history, and student registry out of whatever you're using now. Google Sheets export as CSV. Excel: File → Save As → CSV. QuickBooks: Reports → Customer Contact List → Export. Your invoicing history does not need exporting at all if you are on QuickBooks Online, Certivo reads it over the connection in step 2.

  • clients.csv (name, email, phone, address)
  • instructors.csv (name, email, rate, credentials)
  • classes.csv (course, date, instructor, status)
  • students.csv (name, email, certs held)
  • invoices: imported straight from QuickBooks, no export needed
2

Import into Certivo

~20 min

Certivo's Universal Importer accepts CSV and Excel. Upload each file, map columns (we auto-detect common formats), and preview the import before it commits. Bad rows are flagged, not silently dropped. If you are on QuickBooks Online you can skip the spreadsheet for your books entirely: connect it and pull your invoices, purchases and bills across directly.

  • Column auto-detection for common CSV exports
  • Preview with error highlighting per row
  • Dry-run mode before the import commits
  • Duplicate detection against existing records
  • QuickBooks import for invoices, purchases and bills, no CSV needed
3

Run parallel for one billing cycle

~30 days

Don't cut over cold. Run Certivo alongside your spreadsheets for 30 days. Use Certivo for new bookings; keep spreadsheets as a reference. By day 30 you'll have muscle memory and confidence, and if something surprises you, your old data is right there.

  • Founders white-glove onboarding covers the full parallel period
  • Export anything back to CSV at any time
  • Your old spreadsheets aren't touched
  • Cancel anytime: you keep your data

What you're not doing

Signing a multi-year contract
Paying a setup fee
Training your team for a week
Hiring a consultant
Rebuilding your data model
Losing your old spreadsheets

Need help with the import?

Email your CSV files to info@certivo.ca and we'll import them for you, free, as part of onboarding. Turnaround is usually 1 business day.