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Move your data to BayEngine

BayEngine provides data migration at no additional cost. Our team prepares the import, reviews the results with you, and completes a final update when you are ready to start working in BayEngine.

BayEngine currently has a complete migration process for Shop-Ware. If you use another shop-management system, email hi@bayengine.com before choosing a launch date. We will confirm what can be moved from that system.

Start the migration​

Email hi@bayengine.com with:

  • The name of your current shop-management system
  • Your preferred launch date
  • The shops you are moving
  • How much history you want to keep in BayEngine
  • Any records or reports that are especially important to your business

BayEngine may ask for exported files, temporary access to the current system, and financial reports. Use the secure transfer method provided by the team. Do not email passwords or other sign-in credentials.

Plan for two source captures​

A two-pass migration keeps the first review manageable without losing work entered close to launch.

  1. About one week before launch: provide the first export or source-system access. BayEngine imports the available history, settings, and current records while your shop continues working in the old system.
  2. At cutover: provide the final export or allow BayEngine to take the final source snapshot. BayEngine adds the supported records created or changed after the first capture.
  3. After cutover: enter all new work in BayEngine. Keep the old system available for about one week for verification only.

Do not enter the same new appointment, estimate, repair order, or payment in both systems after the cutover point. That creates duplicates and makes financial review harder.

What a Shop-Ware migration can include​

The exact result depends on the data present in the source account. BayEngine can migrate these Shop-Ware records when they are available:

  • Customers, additional people, phone numbers, and email addresses
  • Vehicles and available service history
  • Upcoming appointments and online-booking information
  • Estimates, repair orders, services, labor, parts, Sublets, fees, and discounts
  • Payments and available financial history
  • Inspections and their results
  • Staff and technician attribution on historical work
  • Vendors, Inventory Parts, Inventory locations, costs, and quantities
  • Canned Services
  • Tax configurations and available pricing settings
  • Workflow Stages
  • Historical Purchase Orders and receipts

BayEngine also uses source reports to check financial and operating totals. The team may rebuild a configuration when the source system cannot export it in a reusable format.

What needs separate setup or review​

Some information does not have a safe one-to-one match. Plan to review or configure these items separately:

  • BayEngine users, Roles, and permission overrides
  • CARFAX, PartsTech, messaging, payment, accounting, and other third-party credentials
  • Billing information for your BayEngine subscription
  • Inspection photos or attachments that the source does not expose
  • Customer Credits, Counter Sales, Vendor Returns, and open Purchase Orders when the source data is incomplete
  • Source-specific labels, contact preferences, vehicle details, or payment authorization details without a BayEngine equivalent

An imported user name on historical work does not give that person access to BayEngine. Invite current employees from Configurations > General > Users and assign their current Roles.

Prepare the first capture​

Before BayEngine takes the first copy:

  1. Confirm the planned launch date and cutoff time.
  2. Clean up obvious duplicate customers and vehicles in the old system.
  3. Review upcoming appointments, open repair orders, customer balances, and unreceived Purchase Orders.
  4. Make sure the source account can produce complete exports and financial reports.
  5. Tell BayEngine about custom fields, unusual workflows, multiple locations, or reports that must reconcile.
  6. Keep normal work in the old system until the agreed cutover point.

Do not spend days reformatting exports unless BayEngine asks you to. Send the source files in their original format so the migration team can preserve the available relationships.

Review the first import​

BayEngine will tell you when the first pass is ready. Review a representative sample instead of only checking record counts:

  1. Open several customers with more than one vehicle.
  2. Confirm vehicle ownership and service history.
  3. Open estimates and repair orders with labor, parts, fees, discounts, Sublets, payments, and inspections.
  4. Compare upcoming appointments with the old calendar.
  5. Compare vendor and Inventory records, including quantities and costs.
  6. Confirm Canned Services, tax settings, pricing matrices, and Workflow Stages.
  7. Compare the totals BayEngine identifies with the source financial reports.

Send every discrepancy in the migration thread with the source record number, the BayEngine record, and a short description of what is wrong. BayEngine will explain whether it can be corrected in the next pass or needs a manual step.

Complete the final capture and cut over​

At the agreed cutoff time:

  1. Finish or pause data entry in the old system.
  2. Tell BayEngine that the final export or source snapshot is ready.
  3. Keep a written list of anything staff must enter while the final import is running.
  4. Wait for BayEngine to confirm that the final pass is complete. A typical import and cutover takes one to two days once the required source data is available.
  5. Repeat the customer, vehicle, appointment, open-work, Inventory, payment, and reporting checks.
  6. Complete the go-live readiness check.
  7. Reply to the migration thread to approve the result or identify the remaining differences.

Approval is currently recorded by email. Do not start live work until the shop and BayEngine agree that the final migration pass is complete.

Work side by side after launch​

For about one week after cutover:

  • Enter every new appointment, estimate, repair order, and payment only in BayEngine.
  • Use the old system only to verify missing or disputed information.
  • Report a possible migration problem before correcting a large group of records by hand.
  • Keep the source exports and reconciliation reports in a secure location.
  • Confirm what access the old provider will retain before canceling it.

When the verification period ends, confirm that open work, upcoming appointments, customer balances, Inventory, taxes, and reports are correct. Then follow your normal retention policy for the old system and exported files.

Get help with a migration difference​

Email hi@bayengine.com and include:

  • The shop name
  • The source system
  • The source record number
  • The BayEngine record number or page link
  • What you expected and what you see
  • A screenshot with customer details hidden when possible

Do not send customer financial information or passwords in an unprotected email.