Switching guide

Move off paper in a weekend.

Your customers are in a notebook. Your jobs are in a calendar. Your invoices are Word docs in Gmail. Your inventory is a clipboard in the truck. Grunlo is built so you can move all of that into one tool over a weekend — without losing a job, an invoice, or a customer.

Start a Free 14-Day Trial Talk to us about your setup

Free 30-min setup call · No credit card required

What gets digitized

Notebook to spreadsheet to Grunlo.

There’s no “export” from paper. Just a clear way to type things in once and stop typing them in twice forever.

What to bring over — in this order

Active customers — the ones you’ve done work for in the last 12 months. Old inactive customers can wait or never come over at all.
Recurring jobs — weekly mowing, monthly maintenance, the things that fire on a schedule. Get the cadences right once, never re-type them.
Outstanding invoices — the ones still not paid. The new platform sends the reminders for you.
Service catalog — the standard prices you charge for the standard things. Build a price book once.

What to skip (probably forever)

Old paid invoices — if it’s paid, you don’t need it in Grunlo. Keep the paper for taxes and move on.
Inactive customer records — the customer you did one job for three years ago and never heard from again. Don’t bring them.
Detailed job history before today — record going forward. Trying to reconstruct three years of jobs from paper is the trap that kills the migration.

The process

A weekend, one notebook, one cup of coffee.

If you can find 4 hours of focused time, you’re running real jobs through Grunlo by Monday morning.

1

Sign up. Set up your business in 5 minutes.

Business name, address, hours, branding. We provision your subdomain (your-business.grunlo.com) and your starter inbox.
Time: 5 minutes
2

Type or paste your active customers in.

Two paths. Path A: type them in directly — the form is fast and made for this. Path B: dump them into a spreadsheet first (one row per customer: name, email, phone, address) and import the spreadsheet. We’ll send you a template if you want one.
Time: 1–2 hours for ~50 customers
3

Add your recurring jobs and your service catalog.

For each recurring customer, set up a recurring job: cadence, price, service. For your standard services, add a price-book entry: name, default price, default duration. Now estimating a new job is a 30-second pick-from-list.
Time: 1 hour
4

Connect Stripe. Send your next invoice from Grunlo.

Stripe-secured online payments are 5 minutes to wire up. The next time you finish a job, you generate the invoice in Grunlo instead of in Word. The customer pays with a card. The receipt is automatic. The reminder cadence is on by default.
Time: 30 minutes

You don’t have to be perfect on day one.

The right way to move off paper is incrementally. Bring over the customers you talk to most often first. Add others as you do work for them. Six months in, the paper notebook becomes “the place I look up old jobs from before Grunlo” and stays that way.

Day one in the new tool

What changes the moment you start using it.

You stop forgetting invoices.

Grunlo auto-invoices on job completion if you turn that on. The customer gets the invoice immediately, can pay online with a card, and gets reminded automatically if they don’t. Forgetting an invoice stops being possible.

You stop driving to the wrong house.

Every job has the address, the gate code, the dog’s name, and a one-tap dial to the customer. Your morning walkthrough is on your phone, in order, with the next stop highlighted.

You stop being the bottleneck.

Customers can request a service through your branded portal. You see the request in your inbox, accept it, and it’s on your schedule. They didn’t need to text you. You didn’t need to remember to add it to the notebook.

FAQ

Moving-off-paper questions, plain answers.

Everything you need to know before getting started.

For a one-truck operation with ~50 active customers, plan on 4–6 hours of focused work. For a 5-truck operation with 300+ customers, plan on a week of after-work evenings — or one full focused day with us on a paid migration call (rare; most operators do it themselves).

No. Bring active customers (last 12 months). Old inactive customers can wait until you do work for them again, or stay on paper forever. Trying to migrate inactive customers is the most common reason this kind of switch stalls.

Two options. (1) Use your phone to type — voice-to-text on a smartphone is faster than typing for most people. (2) Hire a teenager or a virtual assistant for a day to type your customer list into our spreadsheet template; we import the result. ~$100–$200 of help saves you a weekend.

It doesn’t need to. As you book new jobs, book them in Grunlo. As recurring jobs auto-generate, they’re already in Grunlo. Within two weeks, the paper calendar fades. Don’t try to retroactively rebuild the past year of schedule — rebuild forward.

If you use QuickBooks Online, connect it to Grunlo via Settings (it's included on Pro). New invoices and payments sync automatically going forward. Excel-based bookkeeping is fine to leave in place too — Grunlo exports everything to CSV, so your accountant gets the same data they're used to.

Less than you'd expect. The reason is that Grunlo is intentionally built around the actual operations of a field service business: customers, jobs, schedules, invoices, payments. There's no software jargon to learn. The screens look like the things you've been doing on paper, just typed.

Trade the notebook for a tool that stops dropping things.