Industrack Data Migration Guide

Use this guide to prepare and import your data into Industrack step by step. Following the correct order is very important because many imports depend on earlier ones.

Getting Started

1. Go to the OneTrack site and log in using the information sent to your email.

2. Once logged in, click on the gear icon (Settings) at the top right corner.

3. Go to Integrations and click Import List.

4. Click on the Actions dropdown box and select the list you want to import.

Preparing Your Files

Before importing, make sure to:

1. Use the official Industrack import template for each data type.
2. Keep each data type in a separate Excel file (Customers, Service Locations, Jobs, Invoices, Equipment, etc.).
3. Fill in all required fields (marked with * in the template).
4. Check that data formats (like dates) match Industrack requirements.
5. Remove duplicate rows unless they should be separate entries.
6. Delete column headers before uploading. (Headers left in will cause errors!)

Start with Customers

• The first import will always be Customers.
• Export your customer list from your existing program into an Excel file.
• Download the Customer Import Template from Industrack and copy your data into it.

⚠️ Important Notes (Customers):

• Customer ID must be unique for each customer.
• You can use the same number for Customer ID and Customer Number as long as they are unique.
• If you don’t have a Customer ID, you can create your own numbering system (for example, start with 1, 2, 3…).
• Customer ID is the key field used to connect jobs, equipment, invoices, and service locations to the correct customer.

Note: Start by testing with one or two customer records before importing a full file.

Import Order (Step-by-Step)

Always follow this order. Importing in the wrong sequence will cause errors.

1. Customers (Addressbook)

• Why first? All other data (locations, jobs, invoices) connects to Customers.
• Process Guide: Customer Import Process (Click to open the process guide)
• Template: Customers (Click to download)
• Customer ID must be unique – it’s the key that links jobs, equipment, and invoices to the right customer.
• Example:
  • Sheet Customer ID: CUST-010
  • Sheet Customer #: GTL-2025
  • Industrack Customer Number: 2694

2. Service Locations

When importing Service Locations, the same rules apply for Customer ID.

• Each Service Location must be linked to a valid Customer ID from the Customer import.
• This ensures all jobs, invoices, and other data connect correctly to the right customer.
• Process Guide: Service Location Import Process (Click to open the process guide)
• Template: Service Locations (Click to download)
• Example:
  • Location Sheet ID: LOC-1001
  • Customer ID: 2694 (from Step 1)

3. Jobs

• Each job must be tied to a Customer ID and a Service Location ID.
• Process Guide: Job Import Process (Click to open the process guide)
• Template: Jobs (Click to download)
• Example:
  • Customer ID: 2694
  • Service Location ID: LOC-1001
  • Technician: Muhammad Usman 123
  • Job ID: JOB-3001
  • OT Job Number: 9132

⚠️ If it prompts you to “save changes” when opening a job, some required fields were not aligned during import.

4. Job Tasks (Not Functional Yet)

• Currently unavailable. Skip this step until enabled.

5. Inventory (Services, Parts, Non-Inventory, Equipment)

• These must exist before you can import Job Items, Invoices, or Estimates.
• Process Guides:
  • Service Import Process (Click to open the process guide)
  • Inventory Parts Import Process (Click to open the process guide)
  • Non-Inventory Parts Import Process (Click to open the process guide)
  • Addressbook Equipment Import Process (Click to open the process guide)
  • Inventory Equipment Import Process (Click to open the process guide)
• Templates:
  • Services (Click to download)
  • Inventory Parts (Click to download)
  • Non-Inventory Parts (Click to download)
  • Equipment (Click to download)
• Fill in details such as Type, Manufacturer, Model, etc.

6. Job Items

• Requirement: Must link to valid Inventory Items and Jobs.
• Process Guide: Job Items Import Process (Click to open the process guide)
• Missing Item IDs or Names must be defined in Inventory before importing.

7. Estimates

• Import after Jobs and Items, but before Invoices (if you need to test job-to-estimate conversion).
• Note: Some systems mark all imported estimates as “Won.”

8. Invoices

• Requirement: Must link to existing Customer and Job IDs.
• Import only after Jobs are fully validated.
• Process Guide: Invoice Import Process (Click to open the process guide)
• Template: Invoices (Click to download)
• Example:
  • Customer ID: 2694
  • Job ID: 9132
  • Status: Paid
  • Balance: $0.00

9. Invoice Items

• Same dependency as Job Items.
• Must link to valid Inventory Parts.

10. Addressbook Notes

• Notes must be tied to Customers or Service Locations.
• Process Guide: Addressbook Notes Import Process (Click to open the process guide)
• Template: AddressBook Notes (Click to download)

11. Vendors

• Import last to complete financial and purchasing records.
• Process Guide: Vendor Import Process (Click to open the process guide)
• Template: Vendors (Click to download)

After Each Import

1. Open the related module in Industrack (Customers, Jobs, Invoices, Inventory, etc.).

2. Spot-check a few records to confirm accuracy.

3. If errors appear:

• Export the error log.
• Fix the original file.
• Re-upload the corrected file.

Migration Flow (Quick View)

1. Customers → Generates Customer IDs (e.g., 2694).
2. Service Locations → Must link to valid Customer IDs.
3. Jobs → Must reference Customer ID + Service Location ID.
4. Job Tasks → Only after Jobs are confirmed (currently not functional).
5. Inventory (Services, Parts, Non-Inventory, Equipment) → Needed for Job Items & Invoices.
6. Job Items → Link to Inventory and Jobs.
7. Estimates → Import after Jobs/Items, before Invoices.
8. Invoices → Link to Customers & Jobs.
9. Invoice Items → Link to Inventory.
10. Notes → Link to Customers & Locations.
11. Vendors → Final step.