Migrating data from one condominium software to another: a guide

Migrating data from one condominium software to another is the step that most holds administrators back when they consider switching: the fear is losing years of management history. In reality, with an orderly method, the transfer is manageable. It helps to know in advance which data moves easily, which needs more care, and how to verify that the accounts add up once the switch is complete.

Why switch condominium software

The most common reasons for a migration are an old, no longer updated program, the lack of cloud features and owner access, unclear fees and slow support. The switch makes sense when the new tool saves time on the financial statement, allocations and communications. It is worth planning the timing carefully, usually around the close of a financial year.

Which data can be migrated

Not all data has the same degree of transferability. Personal and structural data is almost always importable, because it has a similar structure across programs. Purely accounting data is more delicate, because each software organises accounting differently: it is often better not to carry over every entry, but to restart from correct opening balances.

Data that is generally importable

• List of condominiums and their identifying data.
• Records of owners, tenants and holders of real rights.
• Property units with cadastral data.
• Millesimal tables and allocation criteria.
• Suppliers and their records.

Data that needs more care

• Detailed accounting movements of past financial years.
• Balances of individual owners, between credits and arrears.
• Instalments and payment plans in progress.
• Attached documents such as invoices, minutes and contracts.

How to export data from the old software

The first step is to extract the data from the current software. Almost all programs allow export in standard formats such as CSV, Excel or XML. It is best to export records, property units, millesimal tables and the balance position separately, so each block can be checked. If the old software does not allow export, the printout of the financial statement and of the accounting position remains a basis for manual re-entry.

1. Close or secure the current financial year in the old software.
2. Export records, units and thousandths in a standard format.
3. Extract the balance position as at the date of the switch.
4. Save a complete copy of the documents and backups of the old system.
5. Import the data into the new software and verify it.

Opening balances: the most delicate point

The most critical moment of the migration is the opening balances. For each owner you need to carry over the exact position at a given date: how much they have paid, how much they owe, which instalments are still open. The cash and bank balance must also match the real account statement. An error here carries into all later statements, which is why it is best to set a clean cut-off date, for example the start of the new financial year, and reconcile everything to that date.

How to verify the accounts add up

Once the migration is complete, a systematic check is needed before operating on the new software. Comparing the totals of the old and new systems is the simplest way to spot mismatches.

• The sum of owners' credits and debits matches between the two systems.
• The cash and bank balance corresponds to the account statement.
• The total of the thousandths in each table adds up to one thousand.
• The number of property units and records is the same.
• Open instalments and payment plans are consistent.

Reducing the risks of the switch

A few precautions reduce the risks. Keeping read-only access to the old software for a while lets you re-check historical data in case of doubt. Doing the migration in a quiet period, away from meetings and tax deadlines, gives time to verify. Involving the new provider's support, when it offers a guided import service, avoids most manual errors.

Another aspect not to overlook is privacy. Transferring owners' records involves processing personal data, which must be handled in line with the GDPR both when exporting from the old systems and when storing backup copies. Make sure the data is not left on unprotected media and that the new provider offers adequate security guarantees.

Migrating to AmministraPro

AmministraPro supports importing records, property units and millesimal tables from the standard formats exported by the most common software, and lets you set opening balances per owner at a cut-off date, so the accounting restarts aligned with the bank statement. The switch is handled one building at a time, with totals checked at each step. You can see how it works on the features page or compare the plans in the pricing section.