The scariest part of switching systems is losing track of recurring service. The fix is to move in a clear order and check your work before your drivers rely on it. Here's a one-week plan that works whether you're on paper, spreadsheets or older software.
Before you start
- Gather your customer list, site addresses and contacts in one place, even if it's messy.
- List each site's containers and how often they're serviced.
- Write down your prices, minimums, surcharges and any special deals.
- Pick a quiet week if you can, not the week before month-end billing.
The week
- 1Day 1: Set up your company: trucks, depot, holidays, logo and users.
- 2Day 2: Import customers, sites, contacts and containers. Spot-check ten sites against your old records.
- 3Day 3: Enter service plans and prices. Compare next week's schedule to your old calendar, stop by stop.
- 4Day 4: Have each driver install the app and run a practice stop in the yard.
- 5Day 5: Run a real route. Keep the old paper ticket in the truck as a backup for this one day.
- 6Days 6 and 7: Review the week's service records and certificates, then send your first invoices from the new system.
Keep the old system read-only
Don't delete your old records. Keep them where you can look things up, but stop entering new work there, so there's only one source of truth.
How Trakro helps
You import your own spreadsheets, and it takes minutes. Download a ready-made template, or upload or paste the file you already have. Trakro matches the columns, shows a preview before anything is saved, and can undo an import.
Let Trakro handle the paperwork.
Certificates, chain of custody and invoices, built from every stop.