Switching to new software can feel like a big job. Whether you’re upgrading your tills, moving to digital stock tracking, or replacing an old system, you want it to be as smooth as possible so your daily business isn’t disrupted. This often leads to the next question of “when” you should transition.
Fortunately, there’s no single “perfect” time to do it. You don’t have to wait until the end of the tax year, and you don’t need to plan months in advance. You can switch whenever you’re ready, and the sooner you do, the sooner you’ll see the benefits! That said, some times are better than others, especially if you want to keep disruption to a minimum.
End of the month
Switching at the end of the month can make things easier for many businesses, especially when dealing with money or inventory.
- Easier bookkeeping: Wrapping up accounts and inventory at month-end gives you a clear picture, making sure everything transfers correctly.
- Clear cutoff: Changing systems at this point creates a clean break between the old and the new, avoiding mix-ups.
- Works with stock checks: If you regularly check your inventory, timing the switch to match can save effort and keep things organised.
Client Example:
A mid-sized greengrocer in Yorkshire transitioned their stock and till system in mid-January, following their busiest Christmas season. The owner noted:
“We closed for stocktake anyway, so it was the perfect time to load in fresh data and start clean.”
If you already own the necessary equipment, implementation can be pretty swift, even completing within a few days. However, if you’re investing in new hardware, it’s a more of a substantial endeavour, both in terms of time and cost. This means it’ll take a bit longer – you can check out our general timeline guides below.
Avoid the busy months
Timing your transition during quieter business periods can help to reduce stress and allow for a better planned implementation. For many retailers, the post-holiday lull in January is the ideal opportunity. In fact, many businesses upgrade in the new year after struggling through Christmas with old systems. With a bit of extra cash in the bank, it’s often the right time to invest in something that makes life easier.
We’d recommend avoiding:
- Christmas – Too many orders, too little time.
- Harvest season (for farm shops) – Stock is constantly moving.
- Passover/Easter – A peak period for some retailers.
Allow time for staff training
A new system is only as good as the people using it, so giving your team enough time and support to adjust is key. When your staff feel confident, you’ll unlock the full potential of your investment and keep things running smoothly.
Avoid busy times
Rolling out new software right before a rush can stress out your team and cause mistakes. Choose a quieter period to introduce the system so everyone can get comfortable without unnecessary pressure.
Give extra time
Try to schedule at least two weeks before a busy period so everyone can get proper training. Having that buffer means your team can master the new system without feeling rushed, leading to smoother operations when it counts.
Take it step by step
If possible, start with the basics and add new features gradually to keep things manageable. Breaking things down into clear stages helps your team build confidence and keeps the transition smooth and stress-free.
Client Example:
“We did our switch in early February, before the Easter ramp-up. It gave us time to learn the system properly and get comfortable before the rush.”
Understanding the transition timeline
How long it takes to transition to new software can vary based on several factors:
- Existing equipment: If you’re using current hardware, the process is typically quicker.
- New hardware: Purchasing and setting up new equipment extends the timeline and requires additional investment.
- Business complexity: The more complex your business, the more time you’ll need to make sure everything connects and runs smoothly.
General timeline estimates
With existing equipment:
- Setup and migration: A few days
- Training and onboarding: 1–2 weeks
With new hardware:
- Ordering and setup: 2–4 weeks
- Staff training: 1–2 weeks
- Full transition: 4–6 weeks
If you work with a bookkeeper, switching sooner can help things run more smoothly since transactions and stock entries will be automated in the new system. Just remember, these timeframes are just suggestions. Your business might need more or less time depending on your situation.
Tips for a smooth transition
Assessment
Look at your current systems and figure out where you can improve.
Planning
Create a timeline that takes into account your busy and quiet times, plus when your staff is available. We suggest giving yourself at least 2 weeks before peak periods.
Implementation
Set up the software, move your data, and make sure it works with your existing systems.
Training
Make sure your team gets proper training so they feel comfortable with the new system.
Go live
Switch fully to the new system, with support ready if needed.
And remember, if you’re still using paper methods, you might be spending more time and making more mistakes than if you invested in modern software.
Final thoughts
Velocity makes managing your business simpler by bringing together all your daily tasks – like stock control, online sales, accounting, and order processing – in one easy-to-use platform. It also connects effortlessly with Avery Berkel scales and keeps your data safe with automatic backups.
Not sure you should be changing your software? Here’s what our customer Simon Terry from Continental Fruit said:
“The Velocity system has enabled us to better manage the growth of our business: we now have greater control over our inventory level, costings and profitability. We’ve grown from £750k to £5 million with the help of the Velocity package.”
Wondering whether your business is ready to make the switch? Come have a chat with our team, we’d be happy to answer all your questions.
