Leaving Fullbay, Shopmonkey, or RO Writer: What Data Comes With You, and What Does It Cost?

You can usually bring customers, inventory, and invoice history to a new shop system, but open balances and accounting need a plan of their own. At WrenchPilot, customer and inventory import from a CSV file is free, and invoice history costs $0.10 per invoice. Other vendors set their own terms, so ask each one for a written price.

What should we export before we cancel?

• Customers, contacts, tax-exempt status, and exemption certificates.
• Units, VINs, and service history.
• Parts, quantities, bin locations, costs, and cross-references.
• Closed invoices and repair orders, as data and as PDFs where available.
• Open invoices, customer balances, and unapplied payments.

Export while your old account is still active. Access can change after cancellation, so check your current vendor's terms.

What does moving invoice history cost?

At $0.10 per invoice, 1,000 invoices cost about $100 and 6,000 cost about $600. Before paying, decide how far back you need. Some shops keep every unit's history because fleet customers ask for it. Others keep older records as PDFs and move only recent years.

Should we bring our inventory over or start fresh?

If your counts and costs are unreliable, importing them only moves the problem. Many shops import the part list, then do a physical count before trusting quantities. Import everything only if your last count is recent.

How do we handle open invoices and receivables?

Agree a cutover date with your bookkeeper. Decide whether open invoices are finished in the old system or carried over, and who checks that each customer's balance matches on both sides. Do not assume imported history creates correct receivables.

How do we avoid duplicate invoices in QuickBooks?

Old invoices may already be in QuickBooks, so pushing imported history can create duplicates. Set a start date for syncing, test one invoice first, and confirm it appears once in the correct company file before you sync anything else. See how the QuickBooks Desktop connection works.

How long does the switch take?

Allow time for export, import, and setup. Time logs from your old system usually do not carry over in a useful form, so start clocking on the new system on day one. Pick a slower week, and train service writers before technicians.

Which systems can be moved?

Any system that can export customer and parts data to a CSV file can be used for those imports. Invoice history depends on what your current system lets you extract, so confirm your source system before you commit. WrenchPilot has moved shops from Fullbay and Shopmonkey. If you are on RO Writer or an older system that is losing support, ask to see a sample of your own data imported first.

Want a migration estimate?

Bring your invoice count and current system to a WrenchPilot demo. Review current pricing and accounting integrations before choosing.

What else do shop owners ask?

Can two shop records be combined into one?

Ask during onboarding. Bring both exports so duplicate customers and units can be reviewed before import.

Do I have to move my history at all?

No. You can start with customers and parts, and keep your old exports as records. Moving invoice history is optional.