Migrate Your Books into eKapital

Last updated: 2026-07-09 Summary:

The migration wizard takes you from a filled-in spreadsheet to a live set of books in six steps: Source, Upload, Classify, Review, Confirm, Result.
Nothing is written to your books until the final Confirm import — and every confirmed import can be undone with one click.
Success looks like a balanced trial balance: your opening balances tie out and your open invoices and bills appear in aging.

This tutorial walks you end-to-end through moving an existing set of books into eKapital using the built-in eKapital template. By the end you will have a chart of accounts, your customers and vendors, opening balances, and any unpaid invoices and bills — all posted and ready to work with.

Before you start, make sure your company is set up (Set up your company) and that you have the Migrate your books feature. It is available on Pro and higher plans and requires the migration permission (granted to Owner, Admin, Accountant, and Bookkeeper).

1. Open the wizard and download the template

Go to Migration in the sidebar. On the first step, Where are your books coming from?, pick eKapital template (CSV/XLSX) and click Download template (.xlsx).

The workbook has one sheet per record type, in the order you should fill them: Accounts → Customers → Vendors → Products → OpeningBalances → OpenInvoices → OpenBills. Each sheet ships with an example row so you can see the expected shape.

2. Fill in the template

Work top to bottom — parties before the open items that reference them:

Accounts — your chart of accounts (AccountNumber, AccountName, an optional AccountType hint, Description).
Customers and Vendors — Name and TIN.
OpeningBalances — one row per account, with the balance in either the Debit or Credit column. Debits must equal credits across the sheet.
OpenInvoices / OpenBills — each unpaid document, with its Gross, Vat, and Net amounts and dates.

Two rules that save rework later:

Dates are YYYY-MM-DD (for example 2026-01-15), and amounts use a plain decimal point (1000.00).
Keep each open invoice’s customer (and each open bill’s vendor) in the same file. Open items are matched to their party by name within the upload — see the full template reference for every column.

3. Upload the file

Back in the wizard, click Continue to the Upload step and choose your file. XLSX uses the full template (all seven sheets); a CSV imports the chart of accounts only. eKapital reads the file and shows you a preview — no data is saved yet.

4. Classify your account types

On the Classify step, eKapital proposes an account type for each account (Asset, Liability, Equity, Income, Expense, and their subtypes). Where you supplied an AccountType hint that matches a known type, the row is already resolved; anything the wizard could not confidently map is flagged for you to set. Confirm each type — this is what drives correct posting later — then continue. See Chart of accounts for how types work.

5. Review and set your as-of date

The Review step lists everything that will be created. If your file has opening balances, set Opening balances as of — the cutover date the opening journal entry posts on (typically the day before your first day live in eKapital).

Check the open invoices and bills here too. Any open item whose party could not be matched is flagged, and the wizard will not let you continue until every open item resolves to exactly one customer or vendor. Fix the name in your file and re-upload if needed.

6. Confirm

The Confirm step summarizes the counts — “We will create: N accounts, N customers, 1 opening journal entry,” and so on. This is the point of no return for this run, but not forever: the reassurance banner spells it out — nothing is posted until you confirm, and you can undo the import afterward. Click Confirm import.

7. Verify it worked

The Result screen reports how many records imported, how many duplicates were skipped, and any rows that failed. If something looks wrong, click Undo — it reverses every journal entry and removes every record the import created, returning your books to their pre-import state.

Now confirm the numbers tie out:

Open your Trial Balance (or run your Profit & Loss and Balance Sheet). The opening balances should match the totals from your old system, with the residual sitting in Opening Balance Equity.
Check customer and vendor aging — your open invoices and bills should appear there, ready to be collected and paid.

If both look right, your books are migrated. To learn how those opening figures are structured under the hood, read How migrated balances are represented.