How We Handle Your Data
Moving to Rate Remover means bringing your full repair history with you. Here is exactly what carries over and how we preserve it.
What We Import
When you migrate, we pull a full snapshot of your existing shop management system. Nothing is summarized or aggregated. Every customer, vehicle, invoice, note, and payment comes across as its own record so your service history stays searchable and intact.
Names, addresses, phone numbers, emails, customer-specific pricing levels, balances, credits, membership info.
Year, make, model, sub-model, body style, drive, transmission, VIN, license plate, color, and vehicle memos.
Every posted RO becomes a closed invoice, preserving the original RO number so historical references continue to work.
Standalone estimates that never became repair orders stay as estimates. You decide whether to convert them or archive them.
Cash, check, card, and write-off payments preserved with their original dates, amounts, and methods.
Customer concerns, tech observations, and work-performed notes attach to the right job and line so context is never lost.
Every future appointment on your calendar moves over with its original date, time, duration, assigned tech, and customer/vehicle link.
Estimates, Orders, and Invoices Stay Distinct
Your existing system already knows the difference between work that was quoted, work that was approved, and work that was completed and billed. We preserve that distinction:
- Estimates remain editable. Quoted work the customer never approved stays as a starting point you can revisit.
- Repair Orders that were posted and billed become closed invoices, complete with payment history.
- Posted invoices stay posted, with their original numbers, dates, line items, and customer-approval signatures preserved.
Accounts Receivable
If your old system shows $50,000 in outstanding receivables on the day we migrate, Rate Remover shows $50,000 in outstanding receivables on day one. Every unpaid and partially-paid invoice comes across with its original balance, posting date, and customer attribution, so collection workflows continue without interruption.
- Unpaid invoices from your old system show as unpaid in Rate Remover with the full balance due. You can apply a payment, send a statement, or write the balance off using the normal Rate Remover tools.
- Partially-paid invoices keep their payment history. If a customer paid $400 of a $1,000 invoice three years ago, the $600 remaining balance is what shows now.
- Aging stays accurate. Because we preserve the original invoice dates, your AR aging reports correctly bucket invoices into 30, 60, 90, and 120+ day age groups from day one. No artificial "all imported AR is 0 days old" reset.
- Audit trail. Every imported invoice keeps a reference to its original repair order number, so when a customer calls about an old balance you can match it directly to your prior records.
Old diagnostic visits with no charge (the shop checked, advised, and did not bill) come across as $0 invoices. These do not affect your AR totals and are not flagged as collectable. They exist in the history so you can use the Start as New Estimate feature later if the customer decides to authorize the work.
Multi-Job Invoices
Many invoices group line items by job: an A/C repair, a brake job, and a 60k service might all live on a single invoice. Rate Remover preserves those groupings using the same labels your techs originally typed. If your old system shows three jobs on RO 12345, Rate Remover shows three jobs on invoice 12345.
If an invoice has line items that were never grouped under a specific job, they land in a default "Legacy (imported)" section so nothing is dropped.
Upcoming Appointments
When you migrate, every appointment already on your calendar moves with you. Dates and times stay exactly where you scheduled them, so your Monday morning at go-live looks identical to your Monday morning before the switch.
- All future appointments carry over with their original date, start time, and duration intact. Nothing is rounded, shifted, or rescheduled.
- Customers and vehicles stay linked to the same records we imported from your old system, so an 8:30 AM oil change for Mrs. Davis on her 2019 RAV4 is still that same appointment in Rate Remover.
- Tech assignments and bay assignments carry over so your dispatch board on day one already reflects who is doing what.
- Appointment notes and reason-for-visit come across attached to the appointment so the writer at the front counter has the same context they had before.
- Recurring service reminders tied to upcoming dates (state inspections, scheduled maintenance follow-ups) keep their original schedule.
Notes Carry Over by Type
Different kinds of notes serve different purposes, and Rate Remover maps each one to the right place in the new system.
Intake Notes
The customer's stated concern when they brought the vehicle in. Pulled from your existing RO notes field. These tell you what to look for on the next visit.
Fulfillment Notes
What the tech actually did, line by line. Pulled from the per-labor "work performed" text in your existing system, with the related line item described in brackets so you can see the context at a glance.
Feedback Notes
Tech observations, vehicle memos, and anything flagged as internal-only. These never show on the customer-facing invoice, but they stay attached to the job so the next tech who looks at this vehicle sees them.
Payments and Card Fees
Every payment your customers made in your old system comes across with its original date, amount, and method. We map account classes to payment kinds automatically, so cash, check, card, and write-offs each show as themselves.
Rate Remover applies card fees on new line items at checkout. For your imported history, the price the customer actually paid is the price we display. We do not retroactively add card fees on top of legacy totals, so your historical numbers match what was actually collected.
Start as New Estimate
Some repair orders in your old system represent diagnostic visits where the tech checked something, advised the customer, and never charged for the work. These show up as zero-dollar invoices in your history with the original notes and findings attached.
When the customer comes back to get that work done, you do not have to start from scratch. Open the original $0 invoice and click Start as New Estimate. Rate Remover creates a fresh estimate that carries over the customer, vehicle, prior notes, and line items as a starting point. Update the rates to current pricing, adjust quantities, and you have a quote ready to send. If the source invoice is more than a year old, you will see a banner reminding you to review pricing before sending.
Your Old Data Is Never Lost
Every imported record is tagged with its original source ID so we can always trace back to where it came from. If you ever need to verify a number against your old system, the audit trail is preserved on every invoice, job, item, payment, and note.
The import is also fully reversible. We can re-run it from your source backup at any time if anything needs to be corrected, without affecting any work you have done in Rate Remover since.
The Migration Process
The full process from upload to go-live depends on our current onboarding workload. Here is what happens at each step.
Secure Upload
We send you a private, secure link to upload your existing system's backup file. The link is single-use, expires after the upload completes, and the file is encrypted in transit and at rest.
Data Mapping
Our team maps your records to Rate Remover's structure: customers, vehicles, invoices, notes, payments, and outstanding accounts receivable. Anything we cannot map cleanly is flagged so you can review before we go further.
Test Environment Review
We import your data into a private test environment where you can log in, browse customers, look up invoices, and verify the numbers match what you expect. Nothing goes live until you approve.
Go-Live and 30-Day Review
Once you sign off, we move your data into your live Rate Remover account. You have 30 days from go-live to use the system and report any discrepancies. If something looks off, we will work with you to correct it.
What This Means for Your Shop
- Your repair history follows the customer. Search by name, VIN, or RO number and the full record is there.
- Your accounts receivable carries over with original posting dates, so aging reports are accurate from day one and you can keep collecting on outstanding balances.
- Your techs see prior concerns, prior work, and prior observations the moment they open a vehicle's history.
- Old diagnostic visits become starting points for new work, not dead ends.
- The total a customer paid five years ago still says the same thing today.
Questions about your specific data?
Get in touch and we will walk through a sample import together.
Contact Us