How to move accounting work from spreadsheets to Claister

1Identify what the tracker is managing

Preserve a dated reference copy of the existing tracker. Inspect a small sample: is each row a client, a monthly obligation, a document request or an individual task? Mixed row types need different treatment.

Separate active work from completed history and financial records. The accounting ledger remains the financial source of record. Do not move posted balances or statutory evidence into a task checklist just because those columns sit beside the task tracker.

2Map active items to a clear task model

• Client: the exact company the work belongs to.
• Output: an actionable task name and relevant accounting period.
• Responsibility: one clear primary owner and any agreed review handoff.
• Timing: the internal due date and, for repeats, the cadence and first period.
• State: what is open, in progress, blocked or complete, and what evidence supports that state.

Resolve ambiguous color codes and initials with the team before transferring them. A green cell may mean prepared, reviewed or merely received. Do not mark a task complete unless you know what completion meant in the source.

3Configure one repeatable client process

Open task templates and choose New template to define reusable instructions, checklist steps and an effort estimate. A template is a starting point for work, not a completed task. Keep client-specific details in the appropriate task or client context.

Use the recurring task instructions for repeatable work, starting with one client and the intended first period. Create genuinely one-off items as ordinary tasks. For missing files, use a document request so the client list and response are tracked in the relevant process.

4Reconcile the pilot with the source

Compare the active pilot items one by one with the preserved tracker. Verify client, output, period, owner, deadline, status and checklist. Check for generated repeats that duplicate manually created tasks and for historical periods that accidentally became overdue.

Have the person responsible for the work inspect the result. Resolve gaps before expanding. If a review needs a different person, make the handoff explicit; do not assume the migration created a reviewer assignment. Record exceptions and the source reference used to resolve them.

5Agree the cutover and expand in batches

Choose when Claister becomes the place for new task updates in the pilot scope. Tell the team where to change status, record blockers and request documents. Label the former tracker as a reference and avoid updating both queues indefinitely.

Expand by a coherent process or client group after the pilot works. Reconcile each batch and check permissions, missed items and duplicates. Keep the reference according to your retention policy. Use the recurring task feature and document collection to maintain the process after the migration.

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