Check values and links
Tell ServFlo what the statuses, yes/no answers, types and names in your files mean, and how records find their customer.
Owners and admins only. After you upload and map your files, two more steps make sure every record lands where it should. Steps that look good stay folded and say Looks good; steps that need you open by themselves and say how many things to check.
Check values
Your old system has its own words: a job can be "Requires invoicing" or "Late", an invoice "Awaiting payment", a technician "Dana T." ServFlo never guesses those silently.
Open Check values
Each column with statuses, yes/no answers, types or names gets a card: job and visit statuses, quote and invoice statuses, equipment status, condition and owner, membership status and billing, residential or commercial, tax exempt and other yes/no columns, technicians, service types, business units, equipment types, membership plans, lead sources, tags, and custom fields with choices.
Look at the values to check first
Each card lists every different value in the column, how many rows have it and what it becomes in ServFlo. How each was chosen:
- Known: a word or name ServFlo knows.
- Saved: what you chose in an earlier import.
- Common choice: what most ServFlo businesses chose for this word.
- AI: suggested by AI.
- You: your choice.
- Check or Guess: ServFlo isn't sure. Until you choose, the preview shows a warning for it.
Choose what each value means
Pick the ServFlo value from the list. For names, pick an existing record, Create (for service types, membership plans, lead sources and tags), or leave it blank. Technicians are never created: an unmatched technician leaves the work unassigned.
Click Save, or Confirm all as shown when the proposals are right. Click Suggest with AI to have AI propose the values that are still open.
Your choices are saved for the next import of the same kind of file, such as on cutover day.
How records link
Each file finds the record it belongs to: invoices find their customer, jobs their property, visits their job, payments their invoice. After a preview, each line shows how many rows linked each way (by ID from your old system, email, phone, name, address…) and how many found nothing. Rows that found nothing are listed under Problems with their file and row.
For customers, you choose the order ServFlo tries: ID from your old system, Email, Phone, Name. Use the arrows to reorder, or untick one that could match the wrong customer (two people with one name, a shared office phone). Click Save order, then preview again.
ServFlo learns from businesses that switch: when three or more confirm the same column or status word, it becomes a Common choice for the next business. Only column names and status words are shared, never your customers or their data.
Next
Upload and map your files
Start an import, upload your exports and check which ServFlo field each column goes to, with AI help.
Preview and import
Run a dry run to see what will be created, examples of your records, problems and the match check, then import in the background without messaging customers.