Moving to Bilify from another invoicing system
What you can bring into Bilify today, how to continue your invoice numbering, and a practical plan for switching from another program or spreadsheets.
Switching invoicing software mid-year is mostly about three things: getting your clients and products in, continuing your invoice numbers without a gap, and deciding what happens to the invoices you already issued. This page explains what Bilify supports today and the simplest way to make the move.
What you can bring over today
There is no file import
Bilify has no import screen. You cannot upload a CSV or Excel file of clients, products, old invoices or opening balances.
What you can do instead:
| What | How to bring it in |
|---|---|
| Clients | Enter them by hand, or create them through the REST API or the AI assistant connector (Pro and Enterprise). |
| Products and services | Enter them by hand, or create them through the REST API or the AI assistant connector. For stock-tracked products, enter the current quantity in Initial stock quantity when you create the product (Business and higher). |
| Your next invoice number | Set Next number on the numbering series in Settings > Numbering. |
| Old invoices | Keep them in your old system (see below). |
| Unpaid balances and opening balances | Not supported. Collect old invoices in your old system. |
A practical switching plan
- Pick a cut-over date, ideally the first day of a month. From that day, new invoices are issued in Bilify; everything before stays in the old program.
- Set up your company: company details, logo, bank account and the document types you use (for example Фактура and Понуда).
- Continue your numbering. In Settings > Numbering, set the pattern to match your current format (for example
{SEQ}/{YYYY}for 42/2026) and set Next number to the number after the last invoice you issued in the old program. - Add your active clients. Start with the clients you will invoice in the next month; add others as you need them. Copy the tax number and address exactly.
- Add your products and services, with the current stock quantity for anything you track.
- Issue a first real invoice and check it against one from your old program: number, VAT, totals and legal notes.
- Stop issuing from the old program from the cut-over date, but keep it, or a full export from it, for your records.
Do not re-issue old invoices in Bilify
Every document you issue in Bilify takes a number from your series and counts toward your monthly document limit. Re-entering past invoices as issued documents would duplicate numbers you already used and, once e-Faktura is live, could send them to UJP a second time. Keep past invoices where they were issued.
Bringing data in through the API or an AI assistant
If you have many clients or products, you do not have to type them one by one.
Requires: REST API & webhooks
REST API: your developer can read the export from your old program and create clients, products and services, expenses and draft documents through the Bilify REST API. Try it first in the sandbox, which holds test data only. See REST API quickstart.
Requires: AI assistant connector (MCP)
AI assistant connector: connect Claude, ChatGPT or another MCP client to your company, paste your client or product list into the chat and ask the assistant to create the records. The assistant works with your own permissions and every action appears in the activity log. See Connect an AI assistant.
On Starter and Business, clients and products are added by hand.
Frequently asked questions
Can I import my clients from Excel?
Not directly. There is no import screen. On Pro and Enterprise you can create clients from a list through the REST API or the AI assistant connector; on other packages you add them by hand.
How do I continue my invoice numbers?
Set Next number on your numbering series to the number after the last invoice from your old program. Bilify takes it from there. If your old numbers reset every year, choose a yearly reset and include the year in the pattern.
What about invoices I already issued in the old program?
Keep them in the old program, or in the files and exports you take from it. Bilify does not import issued invoices, and re-issuing them would use new numbers.
My clients still owe me for old invoices. Can I track that in Bilify?
Not as opening balances. Collect those invoices in the system where they were issued. Everything you issue in Bilify from the cut-over date onward is tracked in Bilify, including payments and overdue reminders.
Can I move my stock levels?
Yes, one product at a time. When you create a stock-tracked product, enter the current quantity as its initial stock. Stock tracking is available from the Business package.
Can I get my data out of Bilify later?
Yes. Documents and expenses can be exported as CSV or Excel, reports can be downloaded as CSV, Excel or PDF, and on Pro and Enterprise the REST API reads clients, products, documents and expenses.
Can you do the move for us?
There is no migration service built into the product. Write to us through the contact page and tell us what you are moving from.
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