Move your data into Flowtly

Before you start

What you need

• Your MT940 statement files from online banking, plus client, invoice, contract or asset exports from your previous system.
• Flowtly permission to manage transactions, and to manage each kind of record you plan to import.
• An AI assistant connected to your Flowtly organization over MCP.

1. 1

   Add your bank accounts with their numbers

   Open Transactions in the side menu and click Add account. In the Create new account dialog, fill in Account name, Currency and Type, enter the Account number, and click Create. The statement upload has no account picker, so add each account, with its Account number, before you upload its statements. Repeat this for every account you want to import history into.

   Tips

   • Regular and VAT accounts need an account number. Cash and Manual accounts do not.
   • Currency and Type cannot be changed once the account has them, so check both before you click Create.

   • Open Transactions in Flowtly
2. 2

   Upload your bank statements

   Export your statements from online banking in MT940 format. On the Transactions page, click Choose file, select one or more files and click Upload. Flowtly tells you how many transactions it imported and how many were already in the system. Matching contractors and documents then continues in the background.

   Tips

   • Flowtly accepts MT940 files ending in .sta, .txt, .mt940 or .940. A CSV, XML or PDF export from your bank will not import.
   • Overlapping statements are safe. A movement Flowtly already holds is not added a second time.
   • If a file is refused, open Accountancy, then the Bank Statements / MT940 tab, and check Refused uploads for the reason.

   • Open Bank Statements / MT940 in Flowtly
3. 3

   Connect your AI assistant

   Clients, invoices, contracts and assets are imported through Flowtly MCP, using an AI assistant you connect to your organization. If you have not connected one yet, follow the Business management with Claude tutorial first. The connection signs in as you, so an import can only do what your own Flowtly permissions allow. Before you import anything, ask the assistant which Flowtly organization it is connected to.

   Tips

   • If an import is refused for lack of access, ask an administrator for the permission to manage that kind of record, such as clients or invoices.
4. 4

   Import your clients, dry run first

   Give the assistant your client list from your previous system and ask it to import the clients with clients_import as a dry run. A dry run writes nothing. It reports, row by row, which clients would be created, updated or skipped. Each client needs the reference your old system used for it, a name, a country and a currency. When the counts look right, ask the assistant to run the same batch for real.

   Tips

   • Clients are matched on that old-system reference. Running the same batch again changes nothing, and one call takes up to 500 clients.
   • A contact person is created only when the row has a contact email. A tax ID needs its type and country too.
5. 5

   Bring in your invoice history

   For sales invoices you have already issued, ask the assistant to use invoices_import. It keeps the original invoice number. It does not create a PDF, email the client or send anything to KSeF. For supplier invoices, give it your purchase register and ask for incomingInvoices_import. Ask for a dry run of both first, and read the counts before anything is written.

   Tips

   • Importing an invoice number that already exists reports the existing invoice instead of creating a second one, so a re-run is safe when imports run one after another.
   • In Poland, with KSeF connected, an administrator can also switch on Fetch sales invoices from KSeF in the invoicing settings and choose the month in Fetch from.

   • Open invoicing settings in Flowtly
6. 6

   Add contracts and assets, then check the result

   Ask the assistant to import your contracts with contracts_import. They are matched by agreement number and can point at the clients you imported in step 4. If you manage properties or equipment, import them with assets_import. They are matched by asset code. Then open Clients and Invoices in Flowtly and spot-check a few records against your old system.

   Tips

   • A contract batch that lists the same agreement number twice is refused whole, so fix duplicates in the source first.
   • Run each batch as a dry run before writing. One call takes up to 500 contracts or 1000 assets.

   • Open Clients in Flowtly