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How to validate your migrated data

Once your V1 data has been loaded, you will have time to review it before confirming you are ready to go live. This article explains what to check, how to approach it, and what to do if something does not look right.

What validation is for

Validation is your chance to confirm that your data has come across correctly and that Projectworks reflects your business the way you expect it to. You are not looking for perfection at this stage. You are checking that the structure is right, the numbers are broadly accurate, and that the system works the way you need it to before you start using it in earnest.

The most important things to test are not just whether data is present, but whether it works operationally. That means running through real workflows, not just scanning lists.

What to check

  1. Start with your people and projects.
    Do your staff appear correctly? Are their roles and cost rates set up as expected? Do your projects exist with the right budgets and timecodes underneath them?

  2. From there, move into the transactional layer (time entries, invoices, expenses). This is where most issues surface if they are going to.

  3. Check a sample of time entries across a few projects
    Confirm they are sitting under the right budgets. Run a WIP report and sense-check the numbers against what you would expect. If you have historical invoices loaded, check that they are linked to the right projects and that the amounts look right.

  4. Test a key workflow end to end.
    Create a draft invoice for an active project and check that the billable time pulls through correctly. If you use Xero, check that the integration is working and that an export goes through cleanly. Check that your team can log time against the right projects and budgets.

  5. Finally, pull a couple of your most-used reports and check that the figures make sense.
    If something looks off, it is much easier to investigate and fix now than after go-live.

What to do if something does not look right

Flag it with your CSM. Our data team can make bulk updates and corrections during the validation period, so most issues can be resolved quickly without you having to manually fix anything. The earlier you raise something, the faster it can be corrected. 

If you are unsure whether something is a data issue or a product question, raise it anyway. We want to make sure you have a seamless transition to using Projectworks.

Pathway-specific validation guides

Some checks are specific to where your data came from. The articles below cover what to look for based on your source system.