How to Move From a Notebook or Excel to BOS Afora Without Losing Your Records
Switching record systems feels risky because the old one is the only proof of what you are owed. Here is a safe order to do it in.
Published 20 October 2026 · 6 min read
Most owners who keep a notebook or an Excel sheet know it is not working well, and still hesitate to change. The reason is sensible: the old record is the only evidence of who owes you and what is on the shelf, and nobody wants to be mid-switch when a customer disputes a balance.
So the goal is not a dramatic cutover. It is a short overlap where both systems agree, followed by a clean handover. This guide gives you that order.
How To Do It
Choose a quiet day, not the Monday before a festive rush. From that day, every sale and expense goes into BOS Afora, and you keep writing in the notebook or sheet as well for the first week. The double entry is temporary, and it is what makes the switch safe.
Signing up asks only for your business name and business type. You open BOS Afora in your browser at app.bosafora.com, and you can add it to your home screen so it opens like an installed app. There is no download and no set-up form to fill in.
If your stock or sales already live in an Excel file, use the import option in the app and choose that file. If you keep a list of debtors, bring it in as a bulk debtor list rather than retyping each person. You only need current stock and open debts. Old, settled sales can stay in your spreadsheet as an archive.
Type it, speak it as a voice note, or use a Quick Action when you would rather tap. You can use English, Pidgin, Igbo, Yoruba or Hausa. A new item is added the first time you mention it, so you do not have to build a product list before you start.
When a customer takes goods on credit, say so in the same message as the sale. When they pay, record the payment against their name. Use one spelling of each customer's name, or their balance will split across two entries.
Every evening at 8PM BOS Afora sends your revenue, expenses, profit, who owes you, stock risks and a recommended action. Each night, check its revenue and debts against your notebook. If they match for a week, you can trust the new record. If they do not, the difference usually points to a sale that went into only one of the two.
When a full week agrees, stop writing in the notebook. Keep the paper book or the old spreadsheet somewhere safe as an archive. You can also export your BOS Afora records to Excel at any time, so you always hold a copy outside the app.
Common Mistakes
Moving everything, including years of history
Switching on a busy day
Dropping the notebook on day one
Letting staff keep their own versions
Most of the work in switching is the first week of habit, not the data. Once saying a sale into BOS Afora is quicker than writing it in a book, the notebook retires itself.
If you want to see how it feels before you commit anything, the Free plan (75 free transactions every month, no card required) lets you try the first-week overlap on real trading days, although a busy shop can reach the monthly limit quickly.
FAQ
Can I import my existing records from Excel?
Yes. To bring in sales or stock you already have, use the import option in the app and choose your Excel file. You can also bring in a bulk list of debtors.
How long does it take to switch from a notebook?
Setting up takes an afternoon at most, because signing up asks only for your business name and business type. The safe approach is to run your notebook alongside BOS Afora for about a week before you stop using it.
What should I do with my old notebook or spreadsheet?
Keep it as an archive. You do not need to re-enter old, settled sales. Bring in current stock and open debts, and let BOS Afora record everything from your start day onward.
Do I need to install anything to switch?
No. BOS Afora runs in your browser, and you can add it to your home screen so it opens like an installed app.