How do I transition from spreadsheets to travel management software?

We get it. You've been burned by platforms that promised easy setup and delivered months of headaches. The switch to crew-based travel software is simpler than past experiences might suggest. Modern platforms capture everything going forward automatically. Your spreadsheet chaos ends on day one. K&K Electric reclaimed 30 hours monthly after switching from manual expense tracking.

The biggest concern we hear: "I don't have time to learn another system." That's exactly why this transition takes less effort than another month of spreadsheet maintenance.

What's the migration process?

Review, set up, test, launch.

Review your current data. Check what you're tracking: traveler information, project codes, cost centers, spending policies. Review what systems need to connect. Most of this transfers directly or becomes unnecessary once the platform captures it automatically.

Set up users and policies. Creat policies that block overspending at booking. Set up project or cost center tagging so expenses get coded correctly from the start. Book-outside-policy requests give you control without slowing down crews in the field.

Run a test. Start with 15-30 users representing different departments. Work out the kinks before full rollout.

Start booking. No complex data migration required. Engine captures everything going forward. Tally Energy couldn't track which expenses belonged to which projects. After implementing job code tagging at booking, they saved over $100,000 and gained financial oversight.

How do I train staff?

Field crews and office staff need different approaches, but neither takes long. Your crews are already juggling weather delays, permit issues, and client demands. They don't need a complicated booking process on top of it.

Field crews: Forty-five minutes covers the essentials: searching, booking, tagging projects, and handling changes. Short video tutorials and laminated quick-reference cards work for crews who don't have time for formal sessions.

Operations and finance staff: Training takes 3-4 hours plus a session on connecting your accounting system. Cover policy setup, book-outside-policy notifications, and how expenses flow to accounting.

Engine provides 24/7 U.S.-based support. When questions arise at 2 AM because a crew needs to extend their stay, your team gets answers quickly.

Can I run both systems in parallel?

Yes, but keep it short.

Start with one project or crew. Book their travel through Engine while everyone else stays on spreadsheets. This lets you test policies, train a small group, and confirm everything works before full rollout. Most companies run parallel systems for 2-8 weeks. Longer creates confusion and double work.

The signs you're ready to switch: your test group books confidently, invoices reconcile correctly, and project codes flow to finance without manual cleanup. When your finance team stops needing the spreadsheet, kill it.

What happens to my historical travel data?

You don't need to migrate everything. Travel management systems capture all data going forward automatically.

Keep records accessible for at least the standard tax-agency minimums: the IRS requires 3 years for most income-tax records, while the CRA requires 6 years. Consult specific rules for your jurisdiction. Older records beyond current projects can move to archive storage.

Modern travel management platforms document every booking, modification, and approval with timestamps. Ramp's audit trail guidance highlights the benefits of automated documentation.

How long does the transition actually take?

Here's the honest answer: Initial setup and test phases move quickly, often within a few weeks. Full organizational adoption takes longer, depending on your company's complexity and integration needs.

Quick wins: Platform setup, user accounts, and policy setup typically takes 2-4 weeks. Testing with one team takes 1-2 weeks.

Reality check: Research shows vendor-quoted timelines often underestimate actual implementation by 40-60%. Plan for integration with existing systems and change management to extend your timeline.

Sims Crane moved to Engine and avoided $40,000+ in hotel modification fees. FlexPro let them book non-refundable rates and cancel easily when project timelines shifted. In field work, timelines always shift.

The time you're worried about "carving out" for this transition? It's less than what you'll spend on spreadsheet maintenance over the next few months. See how Engine handles the transition: book a demo or start exploring the platform.