B2B WEB SYSTEMS — SPREADSHEET MIGRATION PLAN
A starting checklist to adapt with your team and supplier.

1. MAP ONE COMPLETE WORKFLOW
[ ] Choose a clear start and end.
[ ] Follow a recent real example with the people doing the work.
[ ] Record the people, files, messages and approvals at each step.
[ ] Include partial fulfilment, returns and corrections.
[ ] Define what must improve and record a baseline.

2. PREPARE THE RECORDS
[ ] List every source and name its owner.
[ ] Agree the source of truth where files disagree.
[ ] Remove duplicate customer / supplier records.
[ ] Agree product codes, units and locations.
[ ] Reconcile opening quantities and outstanding work.
[ ] Decide what to import and what to archive.
[ ] Keep an untouched copy of the original files.
[ ] Test a small sample and check quantities, dates and relationships.
[ ] Agree access and protection before moving live information.

3. DEFINE THE PILOT
Selected workflow:
Branch / order type / team:
Records included:
Source of truth during the pilot:
Who reconciles differences:

[ ] Opening records match.
[ ] A normal transaction completes.
[ ] A partial delivery is recorded correctly.
[ ] An error can be corrected and reviewed.
[ ] Roles and approvals behave as agreed.
[ ] The relevant tasks work on a phone.
[ ] Staff can find the information they need.

Conditions for expanding:
Conditions for stopping or falling back:
Review date:

4. PLAN THE SWITCH
[ ] Name a decision maker and day-to-day support contact.
[ ] Give each role practice with its own tasks.
[ ] Agree the final cut-off and backup.
[ ] Resolve outstanding differences.
[ ] Move final changes and check key records.
[ ] Make support easy to reach in the first days.
[ ] Agree where new work is recorded if a critical issue appears.
[ ] Agree how fallback records will be reconciled.
[ ] Retire old operational files to read-only when appropriate.

5. CHECK THE RESULT
Baseline period:
Comparison period:
Order processing time:
Corrections needed:
Time spent reconciling:
Routine questions still needing the owner:
Staff feedback:
Most useful next improvement:

Read the full guide:
https://b2bwebsystems.com/guides/replacing-spreadsheets-with-a-business-system