How to move from Excel, WhatsApp or another system to Katuq

Before you start: what to prepare

• Product catalog in Excel: name, reference, price, category and, if you have them, barcode and images.
• Warehouses you manage and which channel each one serves.
• Stock per warehouse at a cut-off date.
• Customers with their contact and billing details.
• Open orders still in progress on switchover day.

If you are coming from other software (Onexfy, Cuenti or another), export that information to Excel from your current system. If you work with spreadsheets, you can start from the inventory template in Excel.

Step by step

1. Set up the company: warehouses, sales channels and warehouses per channel.
2. Import the catalog from Excel with the Import button in Products. You can also create products one by one; the form has an AI assistant that suggests the data from a description or a photo.
3. Load opening stock per warehouse with inventory adjustments at the cut-off date.
4. Bring your customers so you have their history from the first order.
5. Connect your channels: WhatsApp, Instagram and Facebook in the shared inbox; Shopify or WooCommerce; and the point of sale.
6. Enable DIAN e-invoicing with Katuq as your own software.
7. Set up shipping: carriers through Envíame, your own couriers and fee zones.
8. Test with real orders for a few days before switching off the previous system.

If you are coming from accounting software

You don't have to change your accounting software. Katuq includes basic accounting, but if you keep your books in Siigo, Alegra or World Office, you keep them there and Katuq integrates so sales information reaches your accountant. What moves to Katuq is the operation: orders, inventory, shipping and conversations.

Common migration mistakes

• Loading stock without a cut-off date: inventory starts out of balance. Set the day and time of the count.
• Duplicate or different references across channels: unify them before importing.
• Switching off the previous system on day one: run in parallel for a few days.
• Not training the team: each role (sales, warehouse, shipping, treasury) needs to know their part.

Pricing and implementation

You can start free with 15 orders a month, no card required. Paid plans start at US$27 a month (check the value in pesos with today's exchange rate) and change with the sales you process, not per user. Full rollout usually takes 8 to 15 days, depending on your operation, with guidance from our team.