How to Migrate to New Delivery & Orders Software Without Losing Data

Why Switching Delivery Software Feels Risky — and How to Do It Safely

Migrating to new delivery and orders software is one of those tasks that small business owners in the UK tend to put off for too long. The fear of losing order history, customer records, or driver data is completely understandable — but staying on outdated software costs you more in the long run. With the right preparation, you can make the switch cleanly and confidently.

This guide walks you through each stage of the migration process, from auditing your current data to going live on a new platform without disruption to your operations.

Step One: Audit and Export Your Existing Data

Before you touch anything, log into your current software and export everything you can. Most platforms allow you to download order history, customer contact details, driver profiles, and menu configurations as CSV or spreadsheet files. Do this even if you think you will not need it — having a full backup protects you under GDPR, which requires you to retain certain customer data for defined periods.

Check whether your current system integrates with your accounting package — whether that is Xero, FreeAgent, or Sage — and export any linked financial records separately. If you are already compliant with Making Tax Digital, confirm that your new software will maintain that compliance from day one.

Step Two: Choose the Right Replacement Platform

Selecting the correct software for your business size and order volume is critical. Two platforms worth considering for UK small businesses are Deliverect and Shipday, which serve slightly different needs.

Deliverect

Deliverect costs from £70 per month and is well suited to food businesses managing orders across multiple online delivery platforms such as Deliveroo, Uber Eats, and Just Eat. It centralises all incoming orders into a single dashboard and integrates with your existing POS system, which reduces manual entry errors significantly. Menu management across platforms is handled in one place, saving considerable time during peak service hours.

Shipday

Shipday offers a free tier, making it an accessible starting point for smaller operations or businesses trialling a new system before committing to paid plans. It provides comprehensive order and driver management tools alongside real-time tracking, which improves the customer experience noticeably. The live tracking feature is particularly useful if you run your own delivery fleet rather than relying entirely on third-party couriers.

Step Three: Run Both Systems in Parallel

Never switch off your old platform on the same day you activate the new one. Instead, run both systems simultaneously for a short parallel operation period — typically one to two weeks — processing real orders through the new software whilst keeping the old system available as a fallback. This gives your team time to learn the new interface without the pressure of an immediate hard cutover.

During this period, cross-reference order records between the two systems daily to catch any discrepancies early. Pay particular attention to how the new platform handles UK bank integrations if you use services such as Zettle or SumUp for payments at point of collection.

Step Four: Migrate Your Data Into the New System

Most modern platforms accept CSV imports for customer lists, product catalogues, and historical order data. Follow the new software's import template exactly — mismatched column headers are the most common cause of corrupted imports. Test with a small batch of records first before uploading your full dataset.

If your new software does not support direct data import, contact their support team before you commit to purchasing. Reputable providers will offer onboarding assistance or at least a clear data migration guide. Factor this into your decision-making alongside the monthly cost.

Step Five: Train Your Team and Go Live

Set aside dedicated time to walk your staff through the new system before the official go-live date. Focus training on the daily tasks they perform most frequently — accepting orders, updating delivery statuses, and communicating with drivers. Short, focused sessions work better than a single lengthy walkthrough.

Once you go live, monitor performance closely for the first fortnight. Check that orders are flowing correctly, that customer notifications are sending as expected, and that your financial records are syncing accurately with your accounting software. Address any issues immediately rather than allowing them to accumulate.

Final Checklist Before You Switch

• Export all data from your current platform and store backups securely
• Confirm the new software is Making Tax Digital compatible if required
• Verify integrations with your POS, payment provider, and accounting tool
• Complete a successful test import of customer and order data
• Run both systems in parallel for at least one week
• Train all relevant staff before the go-live date

Migrating delivery and orders software is a significant operational step, but it is entirely manageable with methodical preparation. Take it one stage at a time and your business will be up and running on the new system with minimal disruption.