Funeral home software migration checklist
Switching software should not feel like a second job. This checklist covers what to prepare, what happens in week one, and what to verify, so the move is accurate and you are not re-entering history by hand.
What the checklist covers
- Before you switch
- Example week-one plan
- Verify after import
- Questions to confirm with any vendor
Four sections, from export to first live case. The last one is the list of questions to put to any vendor before you commit.
From export to first live case
Four short sections that take the fear out of switching.
Before you switch
- Preserve an untouched source export and sample signed documents
- Agree imported fields versus accessible archive records
- Gather your staff list and locations
- Collect document templates and forms
- Note your price lists and service items
- Confirm QuickBooks access and payment settings
- Assign the authoritative system and responsible director for each open case
Example week-one plan
- Day 0: import review and field mapping
- Days 1-2: cases, contacts, users, and locations
- Days 3-5: documents, payments, and QuickBooks
- Days 6-7: staff training and the first live case
Verify after import
- Match imported case counts and identifiers to the approved scope
- Open original signed documents and attachments on the intended case or archive
- Reconcile open balances by case and in total
- Check new payments and other changes made after the first export
- Verify templates; trace an invoice into QuickBooks and a payment entered there back to the case
- Test allowed and denied access with separate staff logins by role and location
- Give every unresolved exception an owner and retest date
Questions to confirm with any vendor
- What source records, years, attachments and transformations are included
- What migration, archive and exit fees apply
- What schedule fits the reviewed sample and your requirements
- How you retrieve a usable export without the application
- Who can stop cutover and where new work is recorded during recovery
What carries over, and what is set up fresh
Review for import
- Cases and contacts in the approved mapping
- Decedent and family details supplied by the source
- Services and reconciled case balances
- Historical records and documents agreed during the sample review
Set up fresh
- Document templates and signature packets
- Payment settings and processing
- QuickBooks connection
- Roles and location permissions
Make the acceptance decision explicit
Choose a few fictional or approved anonymized records that represent your everyday work and its exceptions. Check that documents open, balances can be explained and the right staff can access the right location. Keep an exception list with an owner and retest date rather than treating a completed import as proof that everything is correct.
Before ending access to the old system, retrieve a record from the export without using that system. Have the staff who will use FuneralHQ perform the case, document, payment and accounting tasks themselves. Agree the rollout scope and any remaining setup in writing; migration timing depends on your source data and requirements.
See how migration would look for your firm
Bring a sample export to a 20-minute demo and we will map exactly what moves into FuneralHQ.