How to Switch Software Without Losing Data
Switching fabrication software is one of those tasks that shops put off for years because the thought of losing data, retraining staff, and running two systems simultaneously sounds painful. But staying on software that doesn't fit your needs costs money every month in waste, slow quoting, and missed opportunities. The good news: with a structured migration plan, most shops complete the switch in 4-6 weeks without losing a single record.
TL;DR: Software Switching Essentials
- Timeline: Plan for 4-6 weeks from start to full cutover
- Data at risk: Customer records, job history, slab inventory, pricing tables, DXF files
- Safety net: Export everything from your old system BEFORE starting migration
- Parallel period: Run both systems for 2-3 weeks on new jobs only
- Training: Budget 8-12 hours of dedicated training time for your team
- Zero-loss goal: No shop has to lose data during a switch if they export first
Phase 1: Pre-Migration Preparation (Week 1)
Export Everything from Your Current System
Before you touch the new software, create a complete backup of your current data. Every modern fabrication platform can export data -- the format varies but the principle is the same.
What to export:
| Data Type | Typical Export Format | Where to Save |
|---|---|---|
| Customer contacts | CSV or Excel | Cloud storage + local backup |
| Job history | CSV or Excel | Cloud storage + local backup |
| Slab inventory | CSV or Excel | Cloud storage + local backup |
| Pricing tables | CSV or Excel | Cloud storage + local backup |
| DXF template files | DXF folders | Cloud storage + local backup |
| Quotes and proposals | Cloud storage + local backup | |
| Photos | JPEG/PNG folders | Cloud storage + local backup |
| Financial records | CSV or QBO file | Cloud storage + local backup |
Create two backups: one on cloud storage (Google Drive, Dropbox, OneDrive) and one on a local external drive. This is non-negotiable. If something goes wrong during migration, you need a fallback.
Document Your Current Workflows
Write down exactly how your shop currently uses the old software for each process:
- How do quotes get created and sent?
- How do DXF files move from templater to CNC?
- How does the production board get updated?
- How do customers get status updates?
- How does invoicing work?
This documentation helps you set up the new system to match (or improve on) your existing workflows rather than guessing.
Notify Your Team
Tell everyone who touches the current software that a switch is coming, when it will happen, and what their role in the transition will be. Give them at least 2 weeks notice. Surprises create resistance.
Phase 2: New System Setup (Week 2)
Import Your Core Data
Most modern fabrication platforms accept CSV imports for customer contacts, slab inventory, and pricing tables. Work with the new platform's onboarding team to import:
- Customer database -- names, addresses, phone numbers, email
- Pricing tables -- material costs, edge profile pricing, cutout charges
- Slab inventory -- current stock with colors, sizes, locations, and costs
- Active jobs -- only jobs currently in progress (not historical jobs)
Historical job data (completed jobs from past years) can be imported later or kept as archives from the old system. Do not let historical data migration delay your launch.
Configure Your Workflows
Set up the new software to handle your processes:
- Quote templates matching your branding
- Production stages matching your shop flow
- User accounts and permissions for each team member
- CNC machine profiles for DXF output
- Email/text notification templates for customer updates
Test with One Real Job
Before going live, run one actual job through the new system from quote to (simulated) completion. This reveals configuration issues, missing data fields, and workflow gaps before they affect real production.
Phase 3: Parallel Operation (Weeks 3-4)
Run Both Systems for New Jobs
For 2-3 weeks, enter new jobs into BOTH the old and new systems. This is tedious but critical -- it verifies that the new system handles your real workflow correctly while the old system provides a safety net.
What to track during parallel operation:
- Does the new system produce the same quote amounts? (Differences indicate pricing configuration issues)
- Do DXF files flow correctly from template to CNC?
- Can shop floor staff update job status without confusion?
- Are customer notifications going out correctly?
Fix Issues as They Surface
Every migration reveals small problems: a missing pricing tier, a DXF export setting that is slightly off, a user who cannot find the right menu. Fix these immediately during the parallel period rather than after full cutover.
Phase 4: Cutover (Week 5)
Stop Entering New Jobs in the Old System
Pick a specific date -- ideally a Monday morning -- when all new jobs start exclusively in the new system. Jobs already in progress in the old system can finish there; no new work goes into the old platform after the cutover date.
Keep the Old System Read-Only
Do not cancel or delete your old system account for at least 90 days after cutover. You may need to reference historical job data, pull old DXF files, or check past customer records. Keep it available as a read-only archive.
Phase 5: Post-Cutover Cleanup (Weeks 6+)
Import Remaining Historical Data
If you need historical job records in the new system (for warranty tracking, customer history, or reporting), import them now that the urgent migration is complete.
Train Stragglers
Some team members will lag behind on adoption. Schedule one-on-one sessions with anyone still struggling after the first week of full operation.
Cancel the Old Subscription
After 90 days with no need to reference the old system, cancel the subscription. Make sure you have complete data exports saved before canceling.
Migration-Specific Guides
Switching from Moraware
Moraware's data can be exported through their reporting and export functions. Customer data, job records, and scheduling information export to CSV. Slab inventory will need manual transfer in most cases. If you're switching to SlabWise, our onboarding team handles the Moraware migration directly -- we've done enough of these to know exactly which fields map where.
Switching from ActionFlow
ActionFlow supports data export for customer, job, and inventory records. DXF files stored in ActionFlow can be batch-downloaded. Production scheduling history exports to CSV.
Switching from EasyStoneShop
EasyStoneShop's export capabilities are more limited. Plan to manually transfer pricing tables and verify customer data after import. Job history may need to be archived as PDFs rather than imported as structured data.
Switching from Spreadsheets
If you're moving from Excel/Google Sheets to dedicated software, the migration is actually simpler. Your spreadsheet data is already in a format that most platforms can import directly. The challenge is not data migration -- it is workflow change.
Data That Cannot Be Migrated (And What to Do)
Some data types do not transfer cleanly between platforms:
| Data Type | Migration Challenge | Solution |
|---|---|---|
| Custom report formats | Different platforms use different report structures | Rebuild reports in the new system |
| Automated workflows | Trigger rules don't translate between platforms | Reconfigure in the new system |
| User activity logs | Historical login and edit history stays behind | Accept loss; start fresh |
| Custom fields | Unique fields may not have equivalents | Map to closest available field or request custom fields |
| Embedded file links | Links to files on old platform servers will break | Download and re-upload files to new platform |
Common Migration Mistakes
Trying to Migrate Everything at Once
Import active data first (current customers, current inventory, active jobs). Historical data can wait. Trying to migrate ten years of job records before you can process today's work is backwards.
Not Testing DXF Flow
The single most critical integration is template DXF to CNC machine. Test this on day one of setup. If DXF files don't flow correctly, nothing else matters.
Skipping the Parallel Period
Running both systems for 2-3 weeks catches problems before they cost you money. Skipping this step and going straight to cutover means discovering issues with live customer jobs.
Underestimating Training Time
Plan for 8-12 hours of total training time spread across the first two weeks. This includes individual training for different roles (estimator, templater, production, installer).
FAQ
How long does it take to switch fabrication software?
Plan for 4-6 weeks from initial data export to full cutover. Rush jobs can be done in 2-3 weeks, but the risk of errors increases.
Will I lose my customer data during a switch?
Not if you export it properly before starting. Every major platform allows data export. Create two backup copies before beginning migration.
Can I run both systems at the same time?
Yes, and you should. Running both systems in parallel for 2-3 weeks on new jobs verifies the new system works correctly before you commit to it.
What if the new software doesn't work out?
If you kept your data exports and maintained access to the old system for 90 days, you can revert. This is why the parallel period and data backups are essential.
How much does data migration cost?
Most fabrication software platforms include basic data migration in their onboarding process. Complex migrations (large historical datasets, custom integrations) may incur additional fees of $500-$2,000.
Should I switch during a slow period?
Yes. The best time to switch is during your slowest month. Fewer active jobs means less data to manage in parallel and more staff availability for training.
Do I need to update my CNC machine settings?
Possibly. If the new software outputs DXF files differently, your CNC may need parameter adjustments. Test this during setup, not during live production.
What happens to jobs already in progress during the switch?
Finish in-progress jobs in the old system. Start new jobs in the new system. Do not try to move a mid-production job between platforms.
Switch to SlabWise Without the Headaches
Our onboarding team handles your data migration, configures your workflows, and trains your staff. We have specific migration playbooks for shops coming from Moraware, ActionFlow, and spreadsheets. Start your 14-day free trial at slabwise.com.
Sources
- Software Advice -- CRM and Business Software Migration Best Practices
- ISFA -- Technology Transition Guide for Fabrication Shops
- Stone World Magazine -- Software Switching Survey, 2025
- Fabricator's Business Quarterly -- Data Migration Case Studies, 2025
- Natural Stone Institute -- Business Operations Best Practices
- SaaS Migration Alliance -- Enterprise Software Transition Standards