Switching from another system
Bring your items, customers or members over in minutes — from Square, Clover, Toast, your pharmacy or gym software, or a spreadsheet.
Moving to IntelliPOS from another system? Your data comes with you. What that means depends on your kind of business — you're only ever offered the systems that are really sold to businesses like yours.
| Your business | Coming from | What comes over |
|---|---|---|
| Restaurant or café | Square, Clover, Toast, or a spreadsheet | Your menu with prices, tax and option groups, and your customers |
| Store | Square, Clover, or a spreadsheet | Your items with prices, tax, barcodes, costs and stock, and your customers |
| Pharmacy | Your pharmacy system, or a spreadsheet | Your front-store items and your customers (prescription records stay in your pharmacy system) |
| Gym or studio | Your gym software, or a spreadsheet | Your members with their plan and paid-until date |
Stores, restaurants, cafés and pharmacies
The switch assistant (Dashboard → Start the switch, or Products → Import) reads the files your old system exports and brings your items and customers over in one go. You see everything before anything is added, and running it twice never duplicates anything.
- Pick the system you're leaving (a pharmacy goes straight to step 2).
- Export your items (and customers) from it — the steps are below and in the assistant.
- Drop the files in (Excel or CSV — several at once is fine).
- Check what's ready: how many items, which are tax-free or priced at the counter (and, for stores and pharmacies, sold by weight), and what stays behind and why.
- Press Import everything.
What a business receives follows its type: stores and pharmacies keep stock counts, barcodes and costs; cafés and restaurants keep option groups (their stock is ingredients, not items). Visit history from the old system goes into each customer's notes — your reports only count sales made in IntelliPOS.
Gyms and studios
A gym's move is its member list. Open Settings → Import (or Members → Import members) and upload the member list your gym software exports — Excel or CSV.
- Columns are read by what they mean, whatever they're called: first and last name, mobile phone, email, membership or plan, expiration or paid-until date, and sessions remaining.
- Each member comes in with their plan and the date they're paid up to, so the front desk shows who's current from day one. Members without a date come in as expired, and the desk's next Renew sets the real dates.
- Dates are read the American way (3/4/2026 is March 4) unless the file itself shows otherwise, and the review shows every member with the exact date before you import.
- Nothing they paid in your old system is counted again as revenue here.
- No spreadsheet? Photograph your paper member register instead — AI drafts the list for you to check.
If your old system gives you an .xls file (older Excel — some systems' Export to Excel does this): open it in Excel, Google Sheets or Numbers and save it as Excel (.xlsx) or CSV, then upload that.
Square
Your items
- In your Square Dashboard, open Items & services (it may say Items & menus), then Item library.
- Click Actions → Export library.
- Choose All items and Excel (.xlsx) or CSV, then save the file.
Your customers (owner only)
- Open Customers → Customer directory.
- Click Import/Export → Export customers → All customers.
What comes across: Items, prices, categories, descriptions and barcodes; Which items are tax-free or priced at the counter; Items sold by weight, by the pound or ounce (stores and pharmacies); Stock counts and reorder points (stores and pharmacies); Sizes, as one item with a Size choice (cafés and restaurants); Customers with their phone, email and notes.
Good to know: Modifier options (milk, extras) — Square doesn't export them; add them once in IntelliPOS (cafés and restaurants); Loyalty point balances — Square only provides them through its support team; Archived items stay behind.
Clover
Your items
- In your Clover Dashboard, open Items → Item list.
- Click Options (⋯) → Export. You'll get a file called inventory.xlsx.
- Upload it as it is — it already includes your option groups and categories.
Your customers (owner only)
- Open Customers → Customers list.
- Click Options → Download.
What comes across: Items, prices, categories and descriptions; Option groups with every option and price (cafés and restaurants); Which items are taxed or priced at the counter; Items sold by weight (stores and pharmacies); Stock counts (stores and pharmacies); Customers with their phone, email and marketing consent.
Good to know: Hidden and non-revenue items stay behind; Clover's built-in gift card item.
Toast (restaurants and cafés)
Your items Toast doesn't offer a simple item export yet. The fastest way: take a photo of your menu — the AI turns it into your menu, and you check it before anything is added. It takes about a minute.
Open Products → Import → Take a photo to use it.
Your customers (owner only)
- Open Guests → Guestbook.
- Click Download list — Toast emails you a link (it works for 72 hours).
- Upload that file here; you'll see exactly what we can read before anything is added.
What comes across: Your menu from a photo (you check every item); Guests from the Guestbook file, where their details are readable.
Good to know: Anything we can't read in the file is shown to you, never guessed.
Pharmacies
Your items
- In your pharmacy system, export your front-store item list (look for Export under Inventory, Items or Reports) as Excel or CSV.
- Or type your items into a spreadsheet: one row per item, with at least a name and a price.
Your customers (owner only)
- Export your customer list the same way, or use a spreadsheet with name, phone and email.
What comes across: Items with prices, barcodes, costs, stock and categories — any column we can recognise; If we can't tell which column is which, you pick — nothing is guessed.
Good to know: Prescription records stay in your pharmacy system — IntelliPOS runs the counter, not the prescriptions.
Another system or a spreadsheet
Your items
- Export your items from your current system as a spreadsheet (Excel or CSV) — most have Export under Items or Products.
- Or type them into a spreadsheet: one row per item, with at least a name and a price.
Your customers (owner only)
- Export your customer list the same way, or use a spreadsheet with name, phone and email.
What comes across: Anything with a recognizable column: name, price, category, barcode, cost, stock, tax, description; If we can't tell which column is which, you pick — nothing is guessed.
If something doesn't come across
Every row that isn't added is listed with the reason — for example archived in your old system or already in your catalog. Fix it and import the same file again: what's already here is skipped, so nothing is duplicated.
Moving to IntelliPOS from another system? Your data comes with you. What that means depends on your kind of business — you're only ever offered the systems that are really sold to businesses like yours.
| Your business | Coming from | What comes over |
|---|---|---|
| Restaurant or café | Square, Clover, Toast, or a spreadsheet | Your menu with prices, tax and option groups, and your customers |
| Store | Square, Clover, or a spreadsheet | Your items with prices, tax, barcodes, costs and stock, and your customers |
| Pharmacy | Your pharmacy system, or a spreadsheet | Your front-store items and your customers (prescription records stay in your pharmacy system) |
| Gym or studio | Your gym software, or a spreadsheet | Your members with their plan and paid-until date |
Stores, restaurants, cafés and pharmacies
The switch assistant (Dashboard → Start the switch, or Products → Import) reads the files your old system exports and brings your items and customers over in one go. You see everything before anything is added, and running it twice never duplicates anything.
- Pick the system you're leaving (a pharmacy goes straight to step 2).
- Export your items (and customers) from it — the steps are below and in the assistant.
- Drop the files in (Excel or CSV — several at once is fine).
- Check what's ready: how many items, which are tax-free or priced at the counter (and, for stores and pharmacies, sold by weight), and what stays behind and why.
- Press Import everything.
What a business receives follows its type: stores and pharmacies keep stock counts, barcodes and costs; cafés and restaurants keep option groups (their stock is ingredients, not items). Visit history from the old system goes into each customer's notes — your reports only count sales made in IntelliPOS.
Gyms and studios
A gym's move is its member list. Open Settings → Import (or Members → Import members) and upload the member list your gym software exports — Excel or CSV.
- Columns are read by what they mean, whatever they're called: first and last name, mobile phone, email, membership or plan, expiration or paid-until date, and sessions remaining.
- Each member comes in with their plan and the date they're paid up to, so the front desk shows who's current from day one. Members without a date come in as expired, and the desk's next Renew sets the real dates.
- Dates are read day first (4/3/2026 is 4 March) unless the file itself shows otherwise, and the review shows every member with the exact date before you import.
- Nothing they paid in your old system is counted again as revenue here.
- No spreadsheet? Photograph your paper member register instead — AI drafts the list for you to check.
If your old system gives you an .xls file (older Excel — some systems' Export to Excel does this): open it in Excel, Google Sheets or Numbers and save it as Excel (.xlsx) or CSV, then upload that.
Square
Your items
- In your Square Dashboard, open Items & services (it may say Items & menus), then Item library.
- Click Actions → Export library.
- Choose All items and Excel (.xlsx) or CSV, then save the file.
Your customers (owner only)
- Open Customers → Customer directory.
- Click Import/Export → Export customers → All customers.
What comes across: Items, prices, categories, descriptions and barcodes; Which items are tax-free or priced at the counter; Items sold by weight, by the pound or ounce (stores and pharmacies); Stock counts and reorder points (stores and pharmacies); Sizes, as one item with a Size choice (cafés and restaurants); Customers with their phone, email and notes.
Good to know: Modifier options (milk, extras) — Square doesn't export them; add them once in IntelliPOS (cafés and restaurants); Loyalty point balances — Square only provides them through its support team; Archived items stay behind.
Clover
Your items
- In your Clover Dashboard, open Items → Item list.
- Click Options (⋯) → Export. You'll get a file called inventory.xlsx.
- Upload it as it is — it already includes your option groups and categories.
Your customers (owner only)
- Open Customers → Customers list.
- Click Options → Download.
What comes across: Items, prices, categories and descriptions; Option groups with every option and price (cafés and restaurants); Which items are taxed or priced at the counter; Items sold by weight (stores and pharmacies); Stock counts (stores and pharmacies); Customers with their phone, email and marketing consent.
Good to know: Hidden and non-revenue items stay behind; Clover's built-in gift card item.
Toast (restaurants and cafés)
Your items Toast doesn't offer a simple item export yet. The fastest way: take a photo of your menu — the AI turns it into your menu, and you check it before anything is added. It takes about a minute.
Open Products → Import → Take a photo to use it.
Your customers (owner only)
- Open Guests → Guestbook.
- Click Download list — Toast emails you a link (it works for 72 hours).
- Upload that file here; you'll see exactly what we can read before anything is added.
What comes across: Your menu from a photo (you check every item); Guests from the Guestbook file, where their details are readable.
Good to know: Anything we can't read in the file is shown to you, never guessed.
Pharmacies
Your items
- In your pharmacy system, export your front-store item list (look for Export under Inventory, Items or Reports) as Excel or CSV.
- Or type your items into a spreadsheet: one row per item, with at least a name and a price.
Your customers (owner only)
- Export your customer list the same way, or use a spreadsheet with name, phone and email.
What comes across: Items with prices, barcodes, costs, stock and categories — any column we can recognise; If we can't tell which column is which, you pick — nothing is guessed.
Good to know: Prescription records stay in your pharmacy system — IntelliPOS runs the counter, not the prescriptions.
Another system or a spreadsheet
Your items
- Export your items from your current system as a spreadsheet (Excel or CSV) — most have Export under Items or Products.
- Or type them into a spreadsheet: one row per item, with at least a name and a price.
Your customers (owner only)
- Export your customer list the same way, or use a spreadsheet with name, phone and email.
What comes across: Anything with a recognizable column: name, price, category, barcode, cost, stock, tax, description; If we can't tell which column is which, you pick — nothing is guessed.
If something doesn't come across
Every row that isn't added is listed with the reason — for example archived in your old system or already in your catalog. Fix it and import the same file again: what's already here is skipped, so nothing is duplicated.