For most clinics thinking about switching veterinary software, the first worry is the same: "What happens to the patient and client records I have built up over the years?" It is a fair worry, because patient history, vaccine records and account balances are the clinic's memory. The good news is that with orderly preparation, data migration is a planned project rather than a weeks-long crisis. VetBis data migration runs the process step by step with column mapping, row validation and an error table. This guide covers steps you can follow whichever system you are leaving and whichever you are joining.
Before you start: why are you switching?
A changeover costs effort, so do not begin until the reason is clear. Common reasons:
- The software is tied to one desktop computer with no remote access
- Backups are manual and unreliable
- A new branch is coming and the system does not handle multiple sites
- Reports are weak and vaccine and appointment tracking are thin
- Updates and support continuity are uncertain
Write the reason down. After the switch you measure "did it improve?" against this list. For questions to ask while choosing, see the software selection guide as well.
Step 1: Find out what you can export from the old system
Migration succeeds or fails on how cleanly the source data can be exported. The first job is to learn the export options of the old system:
- Can you export lists (clients, patients, products, accounts) as Excel/CSV?
- Can vaccine and consultation history be exported, or is it only visible on screen?
- What does your contract say about data export? You may need to request an official export from the current provider.
- Can the database file be handed over to you?
If export is limited, learning that early shapes the plan: what moves across and what stays in an archive.
Step 2: Decide what moves
You do not have to move everything. Split the data into three groups:
| Group | Examples | Decision |
|---|---|---|
| Must move | Client and patient records, vaccine records, open account balances, stock items | Used live in the new system |
| Move if possible | Past consultation notes, old invoices, lab results | Useful when searchable |
| Stays in the archive | Very old appointment records, closed accounts | Keep as PDF/Excel |
This split shortens the changeover and keeps the new system free of clutter.
Step 3: Clean the old data
Bad data moved is bad data kept. Before the move, clean up:
- Duplicate records for the same client
- Clients with missing or wrong phone numbers
- Patients with inconsistent species or breed spelling ("Cat", "cat", "Kedi")
- Zero-stock and unused products
- Old accounts with a zero balance
Cleaning the source file (Excel) is usually the easiest way.
- Upload
- Map
- Validate
- Import
Importing records
Live flowRun the import 4 / 4
Steps
- 1Upload the filePick the Excel or CSV file exported from your old system.
- 2Map the columnsMatching columns connect automatically; you choose the rest.
- 3Validate the rowsFaulty rows are listed in the error table with their reason.
- 4Run the importRecords are imported; if interrupted, it resumes where it stopped.
The sample file and rows are fictional; in a real import the mapping and error table follow your file.
Step 4: Map the columns
The column names in your old system will not match the fields in the new one. Prepare a mapping table:
| Column in old system | Field in new system | Note |
|---|---|---|
| Full name | Client first / last name | Needs splitting if it is one column |
| Mobile | Phone | Format: consistent country code and spacing |
| Animal type | Species | Map to the standard species list |
| Date of birth | Date of birth | Check the date format |
| Microchip no. | Microchip | Check digit length |
The VetBis import wizard has a column-mapping screen. It maps your file's columns to system fields and lets you save the mapping for reuse.
Step 5: Trial import and validation
Never make your first attempt with the full data in the live environment. Try a small sample first, for example 50 clients and their patients.
Validation checklist:
- Do record counts match? If the old system has 3,200 clients, the new one should too; any difference should be explainable.
- Open ten random patient records and compare them with the old ones.
- Have Turkish characters (ı, ş, ğ, İ) been corrupted?
- Are vaccine dates and next-due dates correct?
- Do account balances match the old system?
- Does stock match a physical count?
The wizard validates row by row and shows faulty rows in an error table. Fixing errors in the source file and re-uploading is far faster than correcting them one by one by hand. For long files, being able to resume an interrupted import is important.
Step 6: Plan cut-over day
Choose a quiet time for the live switch, such as a weekend or a low-traffic day.
Cut-over plan
| When | Task |
|---|---|
| One week before | Team training, practice on a trial account, checklist |
| One day before | Final export from the old system, take a backup |
| Cut-over day | Final import, validation, users and permissions |
| 1-2 weeks after | Keep the old system read-only, cross-check in parallel |
The critical rule: do not switch the old system off immediately. Keep it available read-only for at least a few weeks, or through a financial period if you can. When you spot something missing, you need to be able to look back.
Step 7: Prepare the team
Even a technically perfect migration fails if the team does not adapt to the new screens. Do this:
- Short role-based training: reception, vets, cashier
- Scenario practice for daily jobs: creating a patient, booking, consultation, vaccines, payment
- Name one experienced "system owner" for the first two weeks
- Set up a single channel for questions
Personal data and data-protection care
Owners' names, phone numbers and addresses are personal data. While migrating:
- Do not send exported files (Excel/CSV) by email or messaging apps; store them somewhere with restricted access.
- Delete temporary files when the import is finished.
- Check the deletion and return clauses in your contract with the old provider.
- Read the new provider's data-processing terms and legal texts.
For details of the regulation, consult your legal adviser or a data-protection specialist; this guide is not legal advice.
First 30 days after the switch: checklist
- Record counts and account balances verified
- Vaccine follow-up lists work
- Appointment calendar and user permissions are correct
- Stock count done, minimum levels set for critical products
- Print templates and the cash process tested
- The old system is kept read-only
- Team feedback collected and gaps listed
FAQ
How long does moving my data to VetBis take? It depends on data volume and how clean the source is. With a ready, clean file the import is short; most of the time goes on cleaning and validation.
Can I go back to the old system? Yes, as long as you keep it read-only, which is why we suggest not switching it off straight away.
Can data be taken from any software? The source data must be exportable. Where the system produces Excel/CSV output, column mapping makes an import possible; learn the old system's export limits first.
Can I get my data back out of VetBis? VetBis has a data export screen; see the data migration page for details.
Next step
First find out what you can export from your current system and prepare a sample file. Then look at the changeover page and the migration page, try VetBis free for 7 days and test an import with your sample. If you are moving to several sites, also see the multi-site clinic solution.