> Migration guides · Free expense software. Workflow, example and practical criteria.

Source: https://hice.ai/en/blog/migrate-records-and-workflows-free-expense-management-and-reimbursement-tools
# Migrate records and workflows: free expense management and reimbursement tools

- Steps and checks
- Define the outcome and records
- A pilot on the complete workflow
- Rules, exceptions and work cost
- Apply the workflow in HICE
- Choose the next step

A successful migration preserves the meaning of records. Start with relationships, access rules and exceptions: importing many rows does not establish that the process is ready.

## Steps and checks

- Keep a read-only original export and count records by object.
- Map identifiers, relationships and required fields; isolate duplicates and incomplete records.
- Import a pilot batch and verify counts, attachments, dates and access.
- Reconcile related objects and have the team complete one workflow.
- Plan cutover, a final export and a source restoration procedure.

## Define the outcome and records

For this topic the control starts with receipts, users and the distinction between costs and reimbursements.

An administrative workflow links a request to its document, owner and approval outcome. Requested, approved and paid are separate states. For purchases and assets, also retain supplier, asset and document evidence; do not add amounts across currencies.

Record amount, currency, document and project, assign an approver and retain rejection reasons. Hypothetical example: requests of 120 EUR and 80 EUR total 200 EUR only when both belong to the report’s selected status.

## A pilot on the complete workflow

Upload a receipt to a project, flag whether it should be recharged and submit it. The approver should find the attachment, client and amount without reconstructing the trip through emails.

Before the demo, write three required outcomes and one acceptable tradeoff. Value recovered time only after measuring on the same basis. Have the actual owner complete a cycle and retain errors, corrections and final output. If the pilot stops halfway, identify the missing module, integration or step in the quotation.

## Rules, exceptions and work cost

Define who enters, corrects and approves records. Test an incomplete record, a duplicate and a change after closure. The decision changes when records can be exported with relationships rather than manually reconstructed. Count licenses, onboarding, team time and integration maintenance separately.

## Apply the workflow in HICE

HICE brings expenses, leave requests, purchases and asset records into the same operational back office. We place it first for its connection with people, clients and projects: the owner finds each request in the context needed to decide it.

## Choose the next step

Open the related solution, review pricing for your market and test the case on your records. Keep the template as a workflow reference and use the country ranking to explore other category options.

Free expense software · Reference rate · ATS / CRM / PSA

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