How to Migrate from Excel to a SaaS Time Tracking App

A Step-by-Step Guide

If you’ve been using Excel or other spreadsheet software for time tracking and are ready to graduate to a SaaS time tracking app, making the switch can significantly improve your workflow and productivity. Migrating your data is not an undertaking that should be taken lightly, especially for teams with years of time tracking data. That’s why we’ve created this detailed step-by-step guide to ensure a smooth migration, along with tips on preparing your Excel data for import.

Step 1: Evaluate SaaS Time Tracking Apps

Before making the transition, it’s essential to choose the right time tracking app for your needs. Not all SaaS platforms are created equal, so taking the time to evaluate your options will help ensure you select one that meets your current and future requirements.

Identify Your Needs:

Start by listing the features essential for your time tracking needs, such as:

• Project and task management
• Reporting and analytics
• Mobile access
• Invoicing and billing

Research Options:

Compare popular SaaS solutions such as Intervals, Harvest, Clockify, and Toggl. Focus on finding the solution that is the right fit for your company — one that will free you up from tracking your time so you can focus on growing your business.

Test Free Trials:

Sign up for free trials to evaluate usability, features, and how well the platform meets your requirements. One important indicator of success is the willingness of your team to use the software, so involve them in the trial and listen to their feedback.

Select the Best Fit:

Choose the SaaS platform that aligns with your needs and budget, but also consider the amount of onboarding help the support team is able to provide. Should you hit any snags during the migration process, you’ll need a knowledgeable and responsive support team.

Step 2: Back Up and Organize Excel Data

Properly organizing and backing up your existing time tracking data ensures that you have a clean and accurate dataset to work with. This step will save time and prevent headaches later in the migration process.

Create a Final Backup:

Save a copy of your existing Excel time tracking files in a secure location. Use both local storage and cloud backups if possible.

Clean Up Data:

• Remove duplicate entries.
• Ensure consistent date formats.
• Standardize project and task names.

Categorize Data:

Group entries by project, task, or category. Not only does this make the data import process go smoother, it ensures you have well-structured data for easier future analysis.

Step 3: Choose Data Migration Strategy

Different SaaS platforms offer various methods for importing data. Understanding your options and choosing the right migration strategy will help ensure a seamless transition.

Review SaaS Import Capabilities:

Check if the SaaS app supports:

• Direct Excel or CSV uploads
• API connections for bulk data transfers

Check prerequisites. There may be some initial account setup required before your data can be imported. For example, time tracking data may need to be mapped to projects and tasks, which should be imported beforehand.

Seek Migration Assistance:

Contact the SaaS provider support team for help if you have a large dataset or complex migration needs. Ask them to review a sample of your Excel data and identify any potential snags or pitfalls before you begin.

Step 4: Prepare and Format Data for Import

Properly formatting your data before import ensures that your information is transferred accurately and without errors. Investing time in this step will help avoid rework and data inconsistencies.

Standardize Columns:

Ensure your spreadsheet includes consistent headers such as:

• Date
• Project Name
• Task Name
• Hours Worked
• Billable/Non-Billable Status
• User/Employee Name

Check for Empty Rows and Cells:

Make sure there are no empty rows or cells in essential columns.

Ensure Correct Data Types:

• Dates should be in date format.
• Hours should be numeric.

Convert Formulas to Static Values:

Copy and paste any formula outputs as static values to prevent errors during migration.

How to do this:

• Select the data range, right-click, and choose Copy.
• Right-click again and choose Paste Special > Values.

Save as CSV:

Export the cleaned and formatted Excel file as a CSV file by selecting File > Save As > CSV (Comma Delimited).

Step 5: Import Data into the SaaS App

With your data prepared, it’s time to move it into the SaaS platform. Most apps offer import tools to help you map and upload your time tracking records efficiently.

Follow the Import Wizard:

Most SaaS apps provide step-by-step import instructions.

Map Columns:

Ensure each Excel column maps correctly to the corresponding fields in the SaaS app.

Test Import:

Start with a small dataset to verify that the import process works correctly.

Import Full Dataset:

Once the test is successful, proceed with importing the entire dataset. If you have more data than can be imported at once, break it down into smaller datasets. Grouping your time tracking data by person, project, or date range, will make the process of importing multiple files easier to manage.

Step 6: Verify Data Accuracy

After importing your data, it’s crucial to double-check for accuracy. Spotting and resolving errors early will ensure that your time tracking system is reliable moving forward.

Spot-Check Entries:

Randomly verify that time entries match your original Excel data.

Compare Metrics:

Check summary reports for various cohorts in both Excel and the SaaS app. For example, compare total hours per project, per person, or a given date range.

Resolve Errors:

Correct any discrepancies and re-import data if necessary.

Step 7: Customize and Set Up Workflow

Customizing your SaaS platform allows you to tailor it to your specific time tracking needs. Setting up categories, labels, and hourly rates will help streamline your workflow and improve team efficiency.

Define Categories:

Create custom categories or labels to organize tasks and projects. This can be completed during your trial period, before you import time.

Customize and Automate Recurring Reports:

Create the profitability and productivity reports you will need, and schedule their recurrence for ongoing analysis if the SaaS app supports it.

Assign User Roles:

If you’re working with a team, set up roles and permissions, and limit who has access to each project. This will prevent team members from oversharing or accessing sensitive data.

Step 8: Train Yourself and Team

Ask the SaaS platform provider for a free training as part of your onboarding process. And take advantage of their online help resources, such as videos, articles, and tutorials. Proper training ensures that you and your team can fully leverage the capabilities of the new software. Investing time in learning the system will maximize its benefits.

Step 9: Start Using the SaaS App

With everything set up, it’s time to start tracking your time with the new SaaS app. Consistent use is key to long term success, and will help you uncover insights and improve time management practices. Expect to see up to a 30% increase in tracked hours in the first few weeks — time tracking software is far more accurate than the error-prone process of manually entering time in Excel.

Step 10: Monitor and Optimize Usage

Continuous monitoring and optimization ensure that your time tracking system remains efficient and effective. Regularly reviewing analytics will help you identify areas for improvement.

Review Analytics:

Identify which reports work best for your use case and analyze them weekly to identify trends and inefficiencies. Incorporate time tracking reports into your team meetings and client updates.

Refine Categories and Workflows:

Adjust project categories and time tracking workflows based on insights. Review any advanced features that may further improve your team’s productivity.

Explore Integrations:

Connect your SaaS time tracking app to project management, accounting, or invoicing tools and increase its capabilities.

Tips for Formatting Excel Data for Migration

1. Column Headers:

Use clear and consistent headers that match the SaaS app’s field names as closely as possible. Example headers include:

• Date:
  Ensure it’s in a standard date format (preferably YYYY-MM-DD).
• Task Name:
  Use concise and descriptive task titles.
• Hours Worked:
  Format as a number.
• Project Name:
  Ensure names are consistent across entries.
• User/Employee Name:
  Use consistent full names.

2. Date Formatting:

Convert all date entries to the same format using Excel’s TEXT function if needed.

Example formula:
=TEXT(A2, "YYYY-MM-DD")

3. Data Cleanup:

• Remove leading or trailing spaces in text fields using the TRIM function.
• Eliminate duplicate entries by using Excel’s “Remove Duplicates” tool.

4. Consistency Checks:

• Ensure tasks associated with the same project use the exact same project name.
• Likewise, ensure time entries associated with tasks use the exact same task name.
• Verify that hours worked are non-negative and realistic.

5. Static Values:

If cells contain formulas, copy and paste them as static values to avoid errors during migration.

6. Save as CSV:

Export the cleaned and formatted Excel file as a CSV file by choosing File > Save As > CSV (Comma Delimited).

By following this guide, you can successfully transition from Excel to a SaaS time tracking app, streamline your workflow, and unlock powerful insights from your time tracking data. Happy tracking!