How to Transition from Generic or Legacy Systems to FOUNDATION (Without Disrupting Your Projects!)

Imagine this: you’ve decided it’s finally time to switch accounting systems.

Jobs are active, invoices are piling up and you’ve been juggling numbers across multiple spreadsheets or an outdated platform.

Every report takes longer to generate, and you can’t tell if the data you’re seeing is even current — a terrifying thought when, according to Forbes, nearly 9 out of 10 spreadsheets (88%) contain errors.

You know there’s a better way — but the idea of changing accounting systems while projects are underway can feel risky.

What if something goes wrong? What if data doesn’t transfer correctly? What if your accounting team loses access mid-transition?

The truth is, moving from generic software or legacy systems to a construction-specific accounting solution like FOUNDATION® doesn’t have to mean downtime or disruption.

In fact, it can simplify your processes, clarify your financials and keep your projects running seamlessly — starting from the first week on your new system.

Key Takeaways for Construction Professionals:

• Generic systems and spreadsheets lead to manual data entry errors and lack the necessary construction functions (like certified payroll and retention), resulting in faded visibility and financial risk.
• Switching to FOUNDATION does not require pausing your projects, billing or payroll, thanks to an expert-led, non-disruptive implementation plan.
• The structured 5-step process includes a crucial Test Migration that allows your team to validate all job data and financial reports in a safe environment before going live.
• Upgrading provides true, real-time job costing, automated compliance reporting and integrated field data, replacing manual guesswork with actionable insight from day one.

Why Contractors Outgrow Generic or Legacy Software

Most contractors start small. Maybe you began with QuickBooks®, Sage 50® or a homegrown spreadsheet system for construction accounting.

It worked — for a while.

But as projects grew, so did the complexity.

Suddenly, you’re tracking labor, equipment costs, change orders and prevailing wages, and the system that once fit your needs now struggles to keep up.

Generic accounting platforms simply weren’t designed for construction. They can’t automatically handle construction job costing, certified payroll or retention tracking.

That means your accounting team spends hours each week manually updating data that should already be connected.

Legacy systems have their own challenges. They’re often installed on local servers, lack modern integrations and require clunky manual backups.

In today’s fast-paced construction environment, that setup can slow down your entire operation.

When your technology can’t keep up, visibility fades — and profitability goes with it.

Step-by-Step: Transitioning to Construction-Specific Solutions

Upgrading to FOUNDATION construction accounting software isn’t about tearing down what you’ve built; it’s about transferring it to a stronger, purpose-built system.

And a successful transition to new technology starts with proper planning.

FOUNDATION’s process keeps your business running while modernizing your accounting system.

By following a structured plan, contractors avoid the downtime and confusion that can accompany unplanned construction software changes.

Here’s how our team helps you move forward confidently without disrupting your day-to-day work:

Step #1: Pre-Migration Review

Before any data is transferred, it’s important to start clean.

During the pre-migration review, your team and FOUNDATION’s implementation specialists and define your go-live date and take a close look at your current setup to identify what needs to come over and what can be left behind.

This includes:

• Accounts
• Vendors
• Jobs
• Cost codes
• Employee lists

This is the perfect opportunity to organize, archive and streamline your records. Old or duplicate entries can be removed, the chart of accounts standardized and naming conventions aligned.

The goal is to make sure your new FOUNDATION database starts out strong and uncluttered, with clean and reliable data.

Step #2: Data Mapping

Once your existing information is ready, the data mapping phase begins.

This step connects the dots between your old system and FOUNDATION’s construction-specific structure.

The process ensures that all your critical information, from job cost codes to vendor records and employee details, flows seamlessly into FOUNDATION.

You’ll work side-by-side with your implementation specialist to align your job cost structure and confirm that each data point finds the right home.

Step #3: Test Migration

After mapping comes the test migration — a non-negotiable step that sets FOUNDATION apart from generic imports.

Your data is first transferred into a controlled test environment, where it can be reviewed, validated and refined before anything goes live.

This allows your team to explore the new system safely. You can view familiar construction reports, confirm balances and verify that everything looks as expected.

Nothing replaces hands-on confidence, and this stage provides exactly that — the reassurance that your construction invoicing, jobs and payroll history have made the transition accurately.

Throughout this process, your daily work continues uninterrupted.

Projects stay on schedule, construction billing goes out and payroll keeps running while your new FOUNDATION setup takes shape behind the scenes.

Step #4: Team Training

With your data in place and the system configured, it’s time for your team to get comfortable. FOUNDATION’s training sessions are personalized for your company — not generic tutorials.

Our trainers walk your accounting staff, project managers and leadership through real-world workflows, using your own data as the foundation for learning.

From running job cost reports to processing payroll or managing change orders, each session is designed to make your transition intuitive and familiar.

And because every contractor’s workflow is unique, we adjust training to fit your specific processes — whether that means union reporting, certified payroll or equipment tracking.

Step #5: Go-Live and Beyond

Once you’re ready, FOUNDATION’s support team guides you through go-live — ensuring everything runs smoothly from day one.

You’re not left to figure it out alone; our experts are available to answer questions, troubleshoot and fine-tune your setup as your team settles in.

Most importantly, you won’t lose momentum. Your data is live, your jobs continue and your accounting stays accurate from the very first day.

The difference isn’t just in the construction software. It’s in the support, training and ongoing partnership that make the transition feel manageable from day one.

FOUNDATION clients have ongoing access to responsive technical support, online resources and continued training opportunities to keep your construction business evolving long after implementation.

What You’ll Gain From Moving to Construction-Specific Accounting

When you upgrade to an accounting system designed for construction, you gain more than efficiency — you gain clarity.

FOUNDATION delivers:

• True job costing that automatically ties every cost to the right project phases and cost code — with clear visibility into every update, from the original estimate to each change order added.
• Built-in controls and a detailed audit trail that show who made changes, when they were made and how they impact your bottom line — creating transparency and accountability across your team.
• Real-time reporting that helps you make confident financial decisions before problems escalate.
• Automated certified payroll and compliance reporting, saving hours each pay period while keeping you audit-ready.
• Integration with field tools for seamless data flow between the jobsite and the office.
• A consolidated platform that eliminates the need to jump between multiple spreadsheets, payroll services and project management tools.

These capabilities replace manual entry and guesswork with insight and confidence. Instead of patching together reports, you’ll see the full financial picture — in one place, in real time.

Lessons from Contractors Who Made the Switch

Many contractors hesitate to switch systems because they fear complexity. But those who do often wonder why they waited so long.

The best proof that switching to FOUNDATION is smooth and worthwhile comes from contractors who’ve already made the move and never looked back.

VEI Solutions

When VEI Solutions transitioned from QuickBooks to FOUNDATION, they expected growing pains. What they got instead was a seamless experience.

“It was a big step up from QuickBooks, but it was smooth. The training was great, and we had no issues with the conversion,” according to President Ryan Ventura.

With expert-led onboarding and easy data migration, VEI’s team hit the ground running — gaining the detailed job costing QuickBooks couldn’t offer.

Teal Construction

After years on an aging AS400 system, Teal Construction was ready for a change — but worried about the learning curve. FOUNDATION made the switch easier than they imagined.

“The support was light-years different. The products are so user-friendly, any hesitation we had was gone in the first week or two after we converted,” says CFO Jeff Wark.

Today, Teal’s accounting and project management teams work from one intuitive platform built for construction — no more jumping between disconnected tools.

See How You Can Build a Stronger Financial System With FOUNDATION

Making the move from generic or legacy accounting software to FOUNDATION construction accounting software doesn’t have to interrupt your projects or create confusion.

With expert guidance, detailed data mapping and a dedicated implementation team, you can transition confidently — without losing control of your day-to-day operations.

FOUNDATION’s implementation team understands what’s at stake. Your business can’t afford to pause — and you don’t have to.

Because of FOUNDATION’s structured migration process, contractors can:

• Maintain project timelines while onboarding
• Preserve full historical data for ongoing jobs
• Keep billing, payroll and job cost reports uninterrupted

That means you can switch systems without stopping your business.

Your projects stay on track. Your numbers stay accurate. And your team gains the visibility and tools needed to work smarter, not harder.

If you’re ready to modernize your construction accounting system and see how easy the switch can be, learn more about how FOUNDATION can help you make the move — without missing a beat.