How to bring over Historic Data in PSOhub

Introduction to Historic Data in PSOhub

When transitioning to PSOhub, you may want to bring over your ongoing projects and/or historical data. PSOhub provides different tools to support this process.

Step 1: Configure Your PSOhub Settings

Before importing any data, ensure that your PSOhub settings are fully configured, e.g. users, roles and rates, project types, contract templates, plan templates, etc.

Step 2: Import Companies and Contacts

Once your settings are in place, the next step is to bring over your companies and related contacts.

You have three options: 
See related articles: Import Contacts & Import Companies

1. From CRM Deals
   Create your existing projects from their CRM deal. This will automatically create the related companies and contacts in PSOhub as well as it will also link the deal to the project. See step 3 for the benefits of this option.
   
2. Manual CRM Import
   Import contacts manually from your CRM. This will also automatically create the associated companies. It will also ensure that a connection between your CRM and PSOhub is created at the contact/company level. If you later generate a new deal in your CRM with those contacts/companies, PSOhub will recognize them as already existing and will not create a duplicate.
   
3. Excel File Templates
   Use the two Excel templates to import your contacts and companies.
   • Note: These will not be linked to your CRM. If you later generate a new deal in your CRM with those contacts/companies, PSOhub will treat them as new records and create duplicates, since no connection has been defined (as opposed to manually importing from your CRM).

Step 3: Bring Over Your Projects

With companies and contacts in place, you can now add your projects.

1. Manual Project Creation
   Recommended if you have a manageable number of projects. Having each project manager create their own projects can serve as an excellent hands-on training. They’ll recognize their projects, understand how they were created, and become more familiar with PSOhub.
2. Project Import
   Use the project import tool to bring over multiple projects at once. 
   See related article: Import Project

Step 4: Import Hours and Expenses

After projects are created, you can import their hours and expenses.
See related articles: Import Hours & Import Expenses

Important to note if you are leveraging PSOhub’s approval of hours:

• If Hours Approval is enabled in PSOhub: when hours are imported, their status will be unapproved and follow the same approval flow as time entries booked manually by your resources.  
• If Hours Approval is disabled: When hours are imported, they will be automatically approved by the system. The same will apply to any hours entered manually (rather than imported) during the period when Hours Approval is disabled.
  It is therefore important that, while you are in this step, you set a no–time entry freeze period for your resources. Otherwise, any hours entered during this step will also be automatically approved.

Step 5: Create Invoices

Once your projects, hours, and expenses are in place, you’re ready to create invoices.

This is a manual process, that can also serve as valuable training for team members responsible for invoicing.

See related article: Create historic data invoices

✅ Following these steps ensures your ongoing projects and historical data are successfully transitioned into PSOhub.

Settings → Companies/Contacts → Projects → Hours/Expenses → Invoices