FLEETSUITE | VEHICLE SOFTWARE MIGRATION CHECKLIST Car rental, dealer management and fleet software Use this checklist to agree the work with your supplier. Suggested ownership must be confirmed in your plan. A completed checklist does not replace the agreed acceptance checks. Business: ____________________ Current system: ____________________ New system: __________________ Review date: ______________________ Migration lead: ______________ Support contact: __________________ 01 / BEFORE THE MOVE A clear scope. A named owner. Your supplier should turn the requirements into a practical migration plan. Your team confirms the priorities and decisions. [ ] Agree what comes with you. Suggested responsibility: Supplier leads · You approve Record types, history dates, attachments, exclusions and costs are written down. Anything staying in the old system has an agreed access plan. Named owner: __________________ Evidence/reference: ______________ Open decision / next action: ______________________________________ [ ] Confirm the route out. Suggested responsibility: Supplier leads The export format, access permissions, secure transfer method and responsibilities for obtaining the source data are confirmed with the current provider. Named owner: __________________ Evidence/reference: ______________ Open decision / next action: ______________________________________ [ ] Account for work in progress. Suggested responsibility: Together Future bookings, open hires, deals, workshop jobs, deposits and outstanding balances are included in the plan, with a clear cut-off for changes. Named owner: __________________ Evidence/reference: ______________ Open decision / next action: ______________________________________ [ ] Put the switch in writing. Suggested responsibility: Together The practice transfer, final transfer, support contacts and decision to proceed or pause have named owners. Your team knows when to use each system. Named owner: __________________ Evidence/reference: ______________ Open decision / next action: ______________________________________ 02 / PROVE THE TRANSFER Check the records. Follow the connections. Ask your supplier to show the results of a practice transfer. Matching totals is a start; the work behind them needs to connect too. [ ] Reconcile records and balances. Suggested responsibility: Supplier leads Record counts and agreed financial totals are compared. Missing, duplicate or mismatched records are investigated, with exceptions explained for your review. Named owner: __________________ Evidence/reference: ______________ Open decision / next action: ______________________________________ [ ] Follow a booking, deal or job. Suggested responsibility: Together A sample of live work connects to the right customer, vehicle, dates, documents and financial records. Check the full journey, not just the imported row. Named owner: __________________ Evidence/reference: ______________ Open decision / next action: ______________________________________ [ ] Confirm history and attachments. Suggested responsibility: Supplier leads Agreed service history, inspections, condition photos and documents remain linked and readable. Any excluded history has a confirmed retrieval route. Named owner: __________________ Evidence/reference: ______________ Open decision / next action: ______________________________________ [ ] Test the connections you need. Suggested responsibility: Supplier leads Required website, payment and other integrations are tested in an agreed non-live environment where available. Any live verification is separately planned and authorised. Named owner: __________________ Evidence/reference: ______________ Open decision / next action: ______________________________________ 03 / START WITH CONFIDENCE A familiar first day. Support within reach. The handover should leave people ready to do their jobs, with clear support and a checked starting point. [ ] Rehearse each role’s daily work. Suggested responsibility: Supplier leads · Your team practises The team walks through relevant bookings, deals or workshop tasks, using agreed examples. Access and permissions are checked before the switch. Named owner: __________________ Evidence/reference: ______________ Open decision / next action: ______________________________________ [ ] Check the final position. Suggested responsibility: Together Changes since the practice transfer are accounted for. Opening balances, future commitments and unresolved exceptions are reviewed before the decision to proceed. Named owner: __________________ Evidence/reference: ______________ Open decision / next action: ______________________________________ [ ] Know how to get help. Suggested responsibility: Supplier leads Named contacts, support arrangements and the route for urgent issues are clear. Agree who follows up outstanding items after the switch. Named owner: __________________ Evidence/reference: ______________ Open decision / next action: ______________________________________ [ ] Keep an agreed fallback. Suggested responsibility: Together Backups, old-system access and a practical pause or fallback plan are agreed. Confirm who authorises it and how work entered since the switch would be handled. Named owner: __________________ Evidence/reference: ______________ Open decision / next action: ______________________________________ FINAL DECISION Agreed exceptions and owners: ______________________________________ Decision to proceed or pause: ______________________________________ Authorised by: ______________________ Date: _______________________ Keep passwords, payment credentials and customer records out of this worksheet. FleetSuite editorial checklist. 28 October 2026. https://fleetsuite.co.uk/resources/software-migration-checklist