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← Back to Transport Guides•7 min read

How to Move from Excel or Old Software to Transport Software: Step-by-Step

By Sahil Suthar · Published 4 Nov 2026 · Updated 4 Nov 2026

Key Takeaways & Executive Summary

Moving from Excel or an old system to transport software is a five-step job: decide what to move, clean the sheet, pick a cut-over date, hand over the file, then check the balances before you retire the sheet. Move parties, trucks, drivers and opening balances. Do not retype years of old LRs, and do not delete the old files: GST records must be kept for 72 months.

1. Why sheets and diaries stop working

A sheet is fine for the first few trucks. It starts to fail when the same party is spelled three ways, only one person understands the formulas, nobody knows which dues are 60 days old, bill numbers skip or repeat, and nothing warns you when a truck's insurance or permit is about to expire. If this sounds familiar, it is time to move. It does not mean you did anything wrong.

2. Decide what to move (and what to leave behind)

Move the master data and whatever is still open: - Parties: name, GSTIN, phone, address. - Trucks: number, type, and RC, insurance, fitness and permit expiry dates. - Drivers: name, phone, licence details. - Opening balance: what each party owes you, and what you owe truck owners, on your cut-over date. Do not retype years of old LRs. Keep them in the old file for reference. Under Section 36 of the CGST Act, accounts and records are kept for 72 months from the due date of the annual return for that year (longer if a proceeding is pending), so archive the old files and do not delete them.

3. Clean the sheet before you hand it over

Clean data means fewer questions and faster entry: - One row per party, truck or driver. - One spelling per party. "Shree Ram Traders" and "Sri Ram Trdrs" are one party. - GSTIN is 15 characters. Phone numbers are 10 digits with no spaces. - Dates in one format, for example DD-MM-YYYY. - Amounts as plain numbers, without "Rs" or the rupee sign typed in the cell. - Delete duplicate rows. If a detail is unknown, leave the cell empty instead of writing "NA" or "?". Save it as .xlsx or .csv. If your old software can export to Excel or CSV, export from there and use that file.

4. Pick a cut-over date and send the file

The cut-over date is the day you stop writing in the old sheet and start in the new system. A clean date such as the 1st of a month, or 1 April for a new financial year, makes balances easy to check. On that date, freeze the old sheet, note each party's balance, and send the file. Bilty does not connect to other software. You send an Excel or CSV file, the Bilty team checks it, asks you about anything unclear, and enters the data in your account by hand. Photos, PDFs, Word files and handwritten pages are not accepted.

5. Check the balances, then retire the sheet

When your account is ready, check it before you rely on it. Open a few parties and compare their balances with your sheet. Count the trucks and drivers, and spot-check a few expiry dates. For the first week or two, enter new loads in Bilty and compare the party totals with the old sheet once or twice. When the numbers match, stop updating the sheet, make it read-only and keep a copy in a safe place. Staff are less likely to slip back into the old habit if only one place accepts new entries.

How Bilty fits into each step

Moving is easier when the new system already has a place for every column in your sheet. Here is where each part of your sheet lands in Bilty.

  1. Party list and opening balances

    Each party becomes a record with GSTIN and address. The opening balance you carry over shows up in the party ledger, so old dues are not lost.

    See party ledger →

  2. Trucks and drivers

    Truck numbers and driver details sit in one place, with RC, insurance, fitness and permit dates tracked so you see expiries before the RTO does.

    See truck documents →

  3. Loads, LRs and bills going forward

    From your cut-over date, new loads and LRs are entered in Bilty and bills are numbered in sequence, so you stop adding rows to the old sheet.

    See LR & load entry →

Switching to Bilty

Already keeping records in Excel or a diary? We will enter it for you.

No setup and no connecting other software. Send us your data as an Excel or CSV file. Our team checks it and enters it in your Bilty account by hand.

How it works

  1. 1. Send your file

    Share your Excel or CSV file with our team. Messy columns are fine.

  2. 2. We review it

    We look for duplicates and missing details, and ask you if something is unclear.

  3. 3. We enter your data

    Our team types it into your account. You log in and your records are ready.

What to put in your file

  • Parties: name, GSTIN, phone, address
  • Trucks: number, type, RC / insurance / permit expiry dates
  • Drivers: name, phone, licence details
  • What each party owes you today (opening balance)

File types we accept

  • Excel (.xlsx)
  • CSV (.csv)
  • Photos
  • PDFs
  • Word files
  • Handwritten pages
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Frequently Asked Questions

Can I move from Tally or other old software?

Yes, if the old software can export your parties, trucks or balances to Excel or CSV. Send that file. Bilty does not connect to other software, so our team enters the data by hand from your file.

Do I need to move my old LRs and bills?

No. Move parties, trucks, drivers and opening balances, then work in the new system from your cut-over date. Keep the old LRs and bills in your archive, because records must be kept for 72 months under Section 36 of the CGST Act.

Will I lose my original sheet?

No. You send a copy, so the original stays with you. Keep the original untouched as your record and use only the copy for sending.

How long does the move take?

It depends on how many parties, trucks and drivers are in your file and how clean it is. A clean file is faster. Ask the team for an estimate when you send it.

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