Moving property data from spreadsheets into software

The move itself is usually an afternoon. The part that takes longer is deciding what is true: three spreadsheets with slightly different addresses for the same flat, a tenancy end date that was never updated, a certificate “on file” that nobody can find. Do the cleaning in the spreadsheet, where it is fast, then import once.

Clean the data first

• One row per property, with a full address including postcode, written the same way everywhere.
• Property type (residential, HMO, commercial) and the number of units for buildings with several.
• Contacts with a name, an email and a type (landlord, tenant, applicant, contractor), one per row.
• Tenancies with the property address, start date, end date, status and the tenant's name as it appears in contacts.
• Dates as dates (2026-03-14), not “March” or “ASAP”.

Import in this order

1. Properties. Everything else hangs off them.
2. Contacts. Landlords, tenants, applicants and contractors.
3. Owner links and tenancies. These need the property and the contact to already exist.
4. Maintenance and tasks. Open items only; history can stay in the old file.
5. Certificates. Upload these against each property with their expiry dates. Start with anything due in the next 90 days.

Before you switch the spreadsheet off

• Spot-check ten properties end to end: address, tenancy, rent, documents.
• Confirm every property with gas has a gas safety record on file with the right expiry date.
• Run one week with both in parallel, then freeze the spreadsheet and keep it read-only as an archive.

Verixad imports properties, contacts, applicants, owner links, tenancies, maintenance and tasks from a spreadsheet, with a sample file for each type, and shows a preview with any problems before anything is saved. See team access, imports and reporting, and how to organise the documents afterwards.