The switch from manual invoicing (Word docs, Excel spreadsheets, even pen-and-paper) to dedicated invoicing software usually takes 1-2 weeks and saves 4-6 hours per month. The migration is straightforward: import your client list, set up your first invoice template, configure your payment details, and send your first invoice.
The 5-step migration
- Pick the right tool (1-2 days): time-to-first-invoice, real cost (headline + take rate + per-invoice fees), what you do not need
- Import your client list (1-2 hours): most tools accept a CSV import with name, email, company, address
- Set up your first invoice template (1-2 hours): upload logo, set brand colours, add business details, add payment details
- Configure automated reminders (15 minutes): set the schedule once, the tool sends the emails
- Send your first invoice (5 minutes): create, send, done
What to do with the old system
Run both in parallel for 1 month. This catches the edge cases: clients who pay against the old invoice number, clients who insist on paying by cheque to your old bank account, recurring invoices that were set up in the old system. After a month, archive the old system. Do not delete it — most countries require you to keep invoice records for 6+ years.
The first month: time saved
- Old (Excel/Word): 4-8 hours per month on invoicing and chasing
- New (invoicing software): 1-2 hours per month
- Monthly savings: 2-6 hours
- Annual cost of typical tool: $84/year
- Break-even: the first late payment you avoid
When NOT to switch
- You send fewer than 5 invoices per year (migration cost outweighs savings)
- You are closing the business in the next 6 months (stay with what works)
- Your client base is unusual (e.g. a single large client who pays via a specific portal)
Frequently asked
How long does it take to switch from Excel to invoicing software?
The migration usually takes 1-2 weeks. The longest part is importing your client list (1-2 hours); the rest is template setup and configuration.
Should I run both systems in parallel?
Yes. Run both in parallel for at least 2 weeks to catch the edge cases: clients who pay against the old invoice number, recurring invoices set up in the old system, clients who insist on paying the old way.
What if a client will not pay the new way?
Update the client's payment details as part of the migration. Send a short email: "I am updating my invoicing system. From 1 September, please make payments to [new account]." Accept the old payment method for transition clients if needed.
Written by Invosi Editorial.