Let's now undo some of these misconceptions and explain the philosophy of SimpleSum: there is no obligation to live tied to a single software, you can use more than one in parallel and you don't need to import all the old documents to start a new phase of invoicing on the right foot right.
Misconception 1: “If I change software, I have to abandon the previous one”
There are those who think that “changing software” means turning off the old system, losing access to the history and starting to live exclusively on the new one. In practice, nothing requires this.
It is perfectly possible:
Continue to have access to the old software to consult past documents.
Start issuing new ones invoices in a more modern and simple software.
Make a gradual transition, without sudden cuts or unnecessary risks.
Instead of a leap in the dark, the change can be an incremental process: use the current software for history and SimpleSum for the daily work from now on front.
Misconception 2: “I have to bring all the old documents to the new software”
Another common fear is the idea that, to do things “right,” you need to import the entire history of the company into the new system: years of invoices, credit notes, receipts, guides, etc.
In reality, what is essential is:
Keep access to your old SAF‑T and PDFs generated by the software previous.
Ensure that, from the moment you start using the new software, everything is done correctly and consistently.
Be able to prove the history through official files (SAF‑T) and files that are already in your possession.
There is no legal obligation to recreate all past documents in the new software. In fact, trying to “reconstruct” years of billing in another system is usually more risky than useful: it can introduce numbering errors, ATCUD problems and inconsistencies that are difficult to explain in auditing. with me”
This fear is legitimate: many software programs make it as difficult as possible to export data, creating a real “lock‑in”.
SimpleSum was designed with the opposite logic: just as important as getting in is being able to get out, if one day it makes sense for your business. Therefore, the platform is based on two pillars:
Structured base data (customers, products, etc.) easy to import and export.
Compatibility with SAF‑T (PT), the standard supported by most certified software in Portugal.
In practice, this means:
You can enter SimpleSum with your customers and products.
You can still export this information if one day you want to change again.
There is always a SAF‑T with the documents issued that can serve as a basis for another application.
What SimpleSum does (and doesn't do) in a migration
Instead of trying to “suck” all your past into a new system, SimpleSum focuses on what really helps you get started without the pain of head.
Importing customers and products
What weighs most in a transition are not the old invoices – it's the data you use every day:
Your list of customers updated.
The catalog of products and services, with correct prices and VAT rates.
SimpleSum was designed to:
Import customers from structured files (e.g. exported from previous software).
Import products and services in bulk, avoiding having to re-enter everything manually.
Export this same information if, in the future, you decide to try another software.
Result: start in SimpleSum with the right data, ready to invoice, without having to repeat work or compromising history.
SAF‑T (PT) export that keeps the door open
SAF‑T (PT) is the “common language” of certified invoicing software. SimpleSum:
Generates SAF‑T (PT) based on documents issued on the platform.
Allows you to use these files both with your accountant and in other applications that accept SAF‑T.
Helps ensure that the history issued in SimpleSum is not tied to a proprietary format.
This gives you freedom: if tomorrow you want to test another tool, you don't start from scratch – you take with you a history in a format that the market you know.
Why SimpleSum doesn't mass import all old documents
A conscious decision by the SimpleSum team was not to allow the mass import of all old documents. It is not a limitation “due to lack of will”, it is a deliberate option based on three points:
Tax risk: replicating old series, numberings and ATCUD in another system is unrealistic sensitive.
Low practical return: Most companies already have SAF‑T and old PDFs in their possession.
Focus on future: what matters is that, from now on, invoicing is organized, secure and compliant.
SimpleSum is based on the principle that:
The old SAF‑T and archives are part of the company's documentary heritage.
It is not necessary to “reload the past” for the future to work well.
New software should focus on correctly recording what happens from now on.
It's not all or nothing: it can Start Small projects.Test the invoice issuance flow and integration with accounting.
Expand use as you gain confidence in the tool.
Continue to consult the old software always that needs history.
Change stops being a leap into the void and becomes a controlled, reversible process aligned with the rhythm of your business.
Freedom to choose, change and grow
If you've been putting off changing software for fear of getting stuck or losing control over your data, it's worth reviewing some misconceptions:
You don't have to use a single invoicing software; you can use more than one.
You don't need to import all the old documents to start with a better solution.
The important thing is to have the SAF-T and old PDFs in your possession, and a new system that records the present.
SimpleSum was designed with this philosophy: to help with the transition where it makes a difference (customer and product import and export, SAF‑T export), rather than creating artificial dependencies. Therefore, changing software stops being a scary decision and becomes what it should be from the beginning: a conscious choice, made based on what is best for your business.
Test the invoice issuance flow and integration with accounting.
Expand use as you gain confidence in the tool.
Continue to consult the old software always that needs history.
You don't have to use a single invoicing software; you can use more than one.
You don't need to import all the old documents to start with a better solution.
The important thing is to have the SAF-T and old PDFs in your possession, and a new system that records the present.