Moving your rental setup from one system to another can feel overwhelming. You’ve spent years building your product catalog, gathering customer data, and shaping the way your team works. When it’s time for a change, the last thing you want is disruption.
Booqable is built to help you migrate smoothly, keep your business running throughout the transition, and set up your account in a way that feels familiar from the moment you log in. Whether you rent bikes, cameras, event equipment, tools, or anything in between, the goal is to help you move with confidence instead of stress.
This guide outlines three key parts of a successful migration and how Booqable makes each step easier for established rental businesses.
Making migration straightforward for established rental businesses
Switching systems matters because your business depends on accurate data and dependable workflows. When you migrate from an older rental system or spreadsheets, the priority is protecting everything you’ve built. If the transition is complicated, your staff can experience confusion, customers may receive incorrect information, and you risk delays during busy times.
Difficult migrations often create challenges such as data loss, incomplete catalogs, outdated website content, or the need to retrain your entire team without having the right tools. For established rental businesses, these disruptions can quickly turn into missed bookings or errors in daily tasks.
Booqable helps you avoid these problems by giving you clear steps to move your products, customers, and settings into your new account. You can import inventory, upload your full client list, adjust booking preferences, set up your taxes, customize your invoices and quotes, and tweak labels so that the system feels close to what you used before. These tools help you move quickly without starting from scratch.
If you run a camera rental company, for example, you can import your entire product catalog including kits, lenses, and accessories while also uploading your full client list. After that, you can spend a few minutes using the customization tools to set up your workflow in a way that feels familiar to your team.
This allows you to continue operating normally while benefiting from a more modern and flexible system. By keeping the transition predictable and structured, Booqable turns a potentially stressful change into a manageable step forward.
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Importing products into Booqable
Your products are at the center of your rental business. When you switch to a new system, you need your entire inventory to transfer correctly. If you cannot import items in bulk, you may end up re-entering hundreds of products, stock items, pricing structures, variations, and descriptions manually. This can take days for businesses with large catalogs.
Thankfully, Booqable prevents these issues through a product import tool that lets you upload everything in one step. You simply download the sample CSV template we provide, fill it in with everything from product name, barcodes, stock item numbers, SKU’s, product variations, image file names, custom product fields, online descriptions, and more. Then, once uploaded into Booqable, you can map your columns to the correct Booqable fields, and all of your inventory will be uploaded in one step.
If you need help, migration written and video guides can walk you through the process step by step. If you run a bike rental business, for example, you can upload your full list of e-bikes, mountain bikes, helmets, and accessories at once instead of re-entering every detail. This allows you to start your Booqable account with your full catalog ready to book.
Booqable allows you to:
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Upload your entire product catalog in a single CSV import
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Map your spreadsheet columns directly to the correct Booqable fields
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Add product variations, stock items, barcodes, and images all at once
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With your inventory imported correctly, you can focus on preparing your team and customers instead of fixing data errors.
Importing customers into Booqable
Your customer list is one of the most important parts of your business. When you migrate away from old rental software, losing customer details or starting with incomplete records can lead to confusion, repeated data collection, and delayed communication.
Without customer imports, teams often struggle to find past renters, resend contract information, or rebuild long standing relationships. This is especially challenging for businesses that rely on repeat clients such as event rental companies, equipment suppliers, or specialty camera rental shops.
Booqable allows you to import your full customer list through a CSV template. You can include company names, contact details, tags, notes, and other useful fields. Once uploaded, your team can find customers instantly and continue working as normal. This makes your new account feel inclusive of your entire business history from the start.
If you run an event rental company, for example, you can upload your recurring clients including venue managers, wedding planners, and production teams. Your staff can continue sending quotes and invoices to the same contacts without any delay or confusion.
What this lets you do:
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Import full customer lists including companies, contacts, and tags
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Carry over notes, preferences, and custom fields from your old system
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Create complete customer profiles that your team can use right away
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With your customer list imported and ready to use, Booqable immediately supports the relationships that keep your business running.
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Extra helpful migration tools
After importing your products and customers, the final step is shaping your account to match the way your business already works. Customising your setup matters because your team relies on familiar documents, clear task roles, and precise communication with customers.
If software does not let you modify labels, adjust your documents, or set team permissions, your staff may feel confused about where to find things or what information to send. This can lead to mistakes, unclear invoices, or mismatched branding that affects customer trust.
Booqable solves these issues by letting you add your team members with the correct permission levels. You can personalize your different Booqable labels to match your company terminology, such as changing ‘customer’ to ‘client’, and adjust quote, invoice, and rental agreement templates to reflect your brand. These updates help your new system feel natural for both staff and customers.
If you run a business that rents lighting and audio equipment, for example, warehouse staff can be assigned access that focuses on picking products while managers have full control over editing bookings. Your branded documents then help customers feel continuity even during the transition.
What this lets you do:
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Add team members with permission levels tailored to their roles
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Customise product labels and inventory terminology to match your existing workflow
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Edit quotes, invoices, and agreements to reflect your brand and preferred layout
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When your templates and labels match the language your team uses every day, adopting a new system becomes much easier.
Switching to Booqable with confidence
Migrating from an old rental system should feel like progress rather than a setback. By importing your products, bringing in your customers, and adjusting your team and documents, you create a strong foundation for future growth.
Whether you rent bikes, cameras, tools, or event equipment, Booqable helps you move quickly, protect your data, and begin working with a setup that feels familiar and reliable.
