Migration Guide

Before You Start

Preparation Checklist

• Export data from your current tool
• Clean up data (merge duplicates, remove test data)
• Map fields to Vantage equivalents
• Plan your migration timing (off-peak hours)
• Notify your team

What Migrates

Migrating from Harvest

Harvest is a popular time tracking tool. Here’s how to migrate:

Step 1: Export from Harvest

1. Go to Manage → Data Export
2. Select date range (all time recommended)
3. Export:
   • Clients
   • Projects
   • Tasks
   • Time entries
   • Invoices
4. Download CSV files

Step 2: Import to Vantage

1. Go to Settings → Import → Harvest
2. Upload your CSV files:
   • harvest_clients.csv
   • harvest_projects.csv
   • harvest_time_entries.csv
3. Map fields (most auto-detected)
4. Review preview
5. Click Import

Field Mapping

Post-Migration

• Verify time entry totals match
• Check client balances
• Review project budgets
• Test a sample invoice

Migrating from Accelo

Vantage was designed with Accelo migration in mind.

Step 1: Export from Accelo

1. Go to Settings → System → Export
2. Export each module:
   • Companies
   • Contacts
   • Jobs (Projects)
   • Issues (Tickets)
   • Activities (Time)
   • Invoices
   • Retainers
3. Download as CSV

Step 2: Import to Vantage

1. Go to Settings → Import → Accelo
2. Upload your export files
3. Map custom fields
4. Review and import

Accelo-Specific Features

Retainer Migration

Accelo retainers migrate to Vantage agreements:

• Period history preserved
• Rollover settings carried over
• Usage tracked continuously

Migrating from Toggl

Toggl is a time-tracking-focused tool.

Step 1: Export from Toggl

1. Go to Reports → Detailed
2. Set date range to all time
3. Click Export → CSV
4. Also export:
   • Clients (from Settings)
   • Projects (from Settings)

Step 2: Import to Vantage

1. Go to Settings → Import → Toggl
2. Upload exports
3. Map billable status (Toggl uses tags)
4. Import

Toggl Limitations

Toggl doesn’t export:

• Invoices (Toggl doesn’t have invoicing)
• Project budgets
• Client addresses

You’ll need to:

• Manually add client details
• Set up project budgets
• Start fresh with invoicing

Migrating from Asana

Asana is project management, not PSA. Partial migration is possible.

What Migrates

• Projects → Projects
• Tasks → Tickets
• Assignees → Assignees (by email)

What Doesn’t Migrate

• Asana doesn’t track time (need separate Harvest export)
• No invoicing data
• No client/company concept

Steps

1. Export from Asana (CSV)
2. Create clients in Vantage first
3. Import projects, link to clients
4. Import tasks as tickets

Migrating from QuickBooks

QuickBooks provides financial data.

What to Import

• Customers → Clients
• Invoices → Invoices (for AR)
• Payments → Payment history

What to Skip

• Chart of accounts (not needed)
• Banking data (not needed)
• Payroll (not applicable)

Migrating from Spreadsheets

Many agencies track time in spreadsheets.

Preparing Your Spreadsheet

Format columns:

Date | Client | Project | Task | Hours | Description | Billable | User Email

Cleaning Data

1. Standardize client names
2. Remove duplicates
3. Fix date formats (YYYY-MM-DD)
4. Ensure hours are numeric
5. Map user emails

Import Steps

1. Save as CSV
2. Go to Settings → Import → CSV
3. Map columns
4. Preview
5. Import

Universal CSV Import

For any tool, you can use generic CSV import.

Required Columns (Time Entries)

Optional Columns

• ticket_title
• rate
• tags
• invoice_number

Example CSV

date,hours,user_email,client_name,project_name,description,billable
2026-01-15,2.5,john@company.com,Acme Corp,Website,Homepage design,true
2026-01-15,1.0,john@company.com,Acme Corp,Website,Client call,false
2026-01-16,4.0,jane@company.com,Beta Inc,Mobile App,API integration,true

Import Wizard

The import wizard guides you through:

Step 1: Upload

Upload CSV or connect to source tool.

Step 2: Map Fields

Source Column      →  Vantage Field
───────────────────────────────────
"Client Name"      →  Company Name
"Project"          →  Project Title
"Time (hours)"     →  Hours
"Notes"            →  Description

Step 3: Transform

Apply transformations:

• Date format conversion
• Text cleanup
• Default values for missing data

Step 4: Preview

Review sample records before importing.

Step 5: Import

Run the import. Progress shown in real-time.

Step 6: Verify

Review import summary and fix any issues.

Best Practices

Do a Test Run

1. Export a small sample (one month)
2. Import to Vantage
3. Verify data quality
4. Then import full history

Import Order

1. Users - Invite team first
2. Clients - Then companies
3. Projects - With client links
4. Time - With project links
5. Invoices - Last

Handle Duplicates

Vantage detects potential duplicates:

• Same name + similar email
• Merge or keep separate

Preserve History

Import historical data for:

• Accurate lifetime revenue
• Utilization trends
• Client history

Common Issues

”User not found”

Time entries reference users by email. Ensure:

1. Users are invited to Vantage
2. Emails match exactly
3. Or map to existing users

”Client not found”

Projects reference clients. Either:

1. Import clients first
2. Let Vantage auto-create clients
3. Map to existing clients

Date Format Errors

Use ISO format: YYYY-MM-DD

• Good: 2026-01-15
• Bad: 01/15/2026, Jan 15, 2026

Encoding Issues

Save CSV as UTF-8 to preserve:

• Accented characters
• Special symbols
• International names

Post-Migration Checklist

After importing, verify:

• Client count matches
• Total hours match
• Invoice totals match
• Users can log in
• Projects show correct budgets
• Retainer balances are correct
• Test logging new time
• Test creating an invoice

Getting Help

Need migration assistance?

• Self-Service - Use the import wizard
• Email Support - support@govantage.co
• Migration Service - We can migrate for you (Enterprise plans)

Next Steps

• Quick Start - Set up your workspace
• Core Concepts - Understand Vantage
• Time Tracking - Start tracking time