AutoProbaho

Solution for businesses that have outgrown spreadsheets

Excel to ERP migration, one spreadsheet at a time

Excel got you here. Stock, orders, customer dues, payroll, costing — each in a workbook someone built years ago and nobody dares to change. AutoProbaho migrates businesses from Excel to an ERP in stages: we understand what each sheet really does, clean and move the data, replace the sheet with a proper module, and only retire the spreadsheet when the team trusts the system. No big-bang cut-over, no lost history.

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The spreadsheets work — until two people need the same file

The signs are familiar: several versions of the same workbook, formulas nobody understands, VLOOKUPs that break when a column moves, files that are too big to open on a phone, and a monthly panic when the one person who maintains the master sheet is on leave. Data is re-typed from one sheet to another, so stock, sales and accounts slowly drift apart.

Moving to an ERP is the obvious answer, but many attempts fail because the migration is treated as a software installation instead of a data and process project. Dirty master data is imported as-is, sheets are switched off before the module works, and staff keep a shadow Excel because the new system does not do what their sheet did. A staged migration avoids exactly these failures.

Who this is for

  • SMEs running stock, sales, purchases or payroll in Excel or Google Sheets and feeling the strain
  • Companies with one or two indispensable people who alone understand the master workbook
  • Businesses planning an ERP and worried about losing years of history in spreadsheets
  • Teams that tried an ERP once and went back to Excel because the switch was too abrupt

Current pain points

  • Version chaos

    'Final_v3_updated' files sent by WhatsApp; nobody is sure which one is current.

  • Single points of failure

    One person knows how the sheet works; if they leave, the business loses its memory.

  • Data drifts apart

    Stock, sales and accounts are typed separately and never fully agree.

  • No permissions or audit

    Anyone with the file can change any cell; nobody can see who changed what.

  • Fear of the switch

    Teams resist because past migrations lost data or the new system did less than the sheet.

What AutoProbaho builds

  1. A spreadsheet inventory and migration plan

    Every workbook is catalogued: what it tracks, who owns it, what feeds it, what depends on it — and the order in which to replace them.

  2. Data cleaning and mapping

    Item, customer, supplier and employee masters are de-duplicated, standardised and mapped to the ERP model before import.

  3. ERP modules that replace sheets one by one

    Each module is built to cover what the sheet actually did — including the odd columns — then the sheet is retired.

  4. Migration tooling

    Repeatable import scripts with validation reports, so trial loads can run many times before the final cut-over.

  5. Parallel run and hand-over

    The sheet and the module run side by side for a defined period; differences are reconciled until the team trusts the system.

Modules & capabilities

  • Master data

    Items/SKUs, customers, suppliers, employees, chart of accounts — cleaned, coded and owned.

  • Inventory

    Opening stock by location and batch, movements, min/max, replacing stock registers and count sheets.

  • Sales & receivables

    Customer orders, invoices, dues and ageing, replacing sales books and dealer ledgers.

  • Purchasing & payables

    Purchase orders, receipts, supplier bills, replacing purchase registers.

  • Production or job costing

    BOMs, work orders, costing sheets moved into structured records where relevant.

  • HR & payroll inputs

    Employee master, attendance and salary sheets migrated into a controlled module.

  • Reports & dashboards

    The reports management used to build from Excel, generated automatically from the ERP.

  • Import & reconciliation tools

    Templates, validators and difference reports used during and after migration.

Interactive demonstration

Example workflows

Migrating the stock register

  1. 1Current stock sheets are analysed: locations, units, batches, hidden columns
  2. 2Item master is cleaned and codes agreed
  3. 3Trial import runs and a difference report is reviewed with the store-keeper
  4. 4Physical count sets the opening balance on cut-over day
  5. 5Sheet is frozen read-only; all movements are recorded in the ERP

Migrating customer dues

  1. 1Dealer ledger sheets are consolidated and duplicates merged
  2. 2Open invoices and payments are reconstructed or entered as opening balances
  3. 3Customer statements from the ERP are compared to the sheet
  4. 4Sales team confirms balances with key customers
  5. 5Collections are recorded in the ERP from cut-over

Retiring a costing workbook

  1. 1Formulas and inputs of the costing sheet are documented
  2. 2BOM and cost structures are modelled in the ERP
  3. 3Recent costings are recalculated and compared
  4. 4Differences are explained and rules corrected
  5. 5New quotes are costed in the ERP; the workbook is archived

Integrations

  • Excel and Google Sheets import/export
  • Accounting software (Tally, QuickBooks, Xero, DATEV export)
  • Existing databases and legacy software exports (CSV, Access)
  • Google Workspace / Microsoft 365
  • Barcode scanners for count and label
  • WhatsApp Business & email for notifications
  • n8n workflow automation

Implementation process

  1. 01

    Spreadsheet audit

    We inventory the workbooks, interview their owners and map how data flows between them.

  2. 02

    Migration roadmap

    Modules are sequenced by pain and dependency; typically master data and inventory first.

  3. 03

    Clean & trial-load

    Data is cleaned with your team; imports run repeatedly until the validation report is clean.

  4. 04

    Build & parallel-run

    Each module goes live alongside its sheet; differences are reconciled daily until stable.

  5. 05

    Cut-over & support

    Sheets are frozen, the ERP becomes the record, and we support the first month-end closely.

Expected business outcomes

  • History preserved

    Years of stock, sales and customer data are carried into the ERP, cleaned and searchable.

  • One current version

    Everyone works on the same live record instead of emailed copies.

  • No single point of failure

    Knowledge that lived in one person's workbook is now in a documented system.

  • Confidence in the switch

    Parallel runs and difference reports mean the team sees the numbers agree before the sheet is retired.

Security & ownership

  • Controlled access replaces open files

    Role- and field-level permissions and audit trail on every change — the opposite of a shared workbook.

  • Data stays yours

    Migration runs in your own environment; original files are archived, not discarded.

  • Backups & rollback

    Every trial and final load is backed up; a rollback plan exists for cut-over day.

Frequently asked questions

No. Historical records are cleaned and imported; where history is too messy to structure, it is archived and linked so it remains accessible.

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Send us your most important spreadsheet

Book a free consultation. We will look at the workbook your business depends on most and outline how it would be migrated into an ERP without disrupting daily work.

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