Switching from Vyapar or myBillBook: a step-by-step guide

Vyapar and myBillBook are established billing apps used by a great many Indian shops. Businesses still change apps for their own reasons — a feature they need, the way their team works, price or support. Whatever your reason, the move itself should be calm and lose nothing. This guide shows how to do it in a weekend, without stopping your billing.

What to move, and what to leave

Move these to the new app:

• Your item list — names, codes or barcodes, units, prices, HSN codes and GST rates.
• Opening stock — what you actually have on the shelf on the day you switch.
• Your party list — customers and suppliers, with mobile numbers and GSTINs.
• Opening balances — who owes you, and whom you owe.

Leave old bills where they are — but download and keep them. You do not need to re-enter last year’s invoices: start fresh bills in the new app from the switch date and keep the old ones as records.

Step 1: Pick a switch date

The start of a month is easiest; the start of a financial year (1 April) is cleanest, because invoice numbers start a new series anyway. Choose a day after closing, so the old app has your last bill and the new app your first.

Step 2: Download your data from the old app

Both apps let you save reports as Excel:

• Vyapar: open Reports and save the item or stock report (such as Stock Summary or Item Details) and the party report (All Parties) using the Excel option. If you filled Vyapar’s own import sheet earlier (Utilities → Import Items), that file works too.
• myBillBook: open Reports and download the Stock Summary and the party report with balances as Excel. The sheet you filled for Bulk Upload works too.

Menu names can change between versions. If you cannot find an export, ask the app’s support how to download your items and parties — it is your data. Before you close the old account, also download your sales register, your GST reports and PDFs of recent invoices.

Step 3: Clean the file (15 minutes well spent)

• Keep one header row; remove blank rows and total rows.
• Merge duplicates — the same item saved twice under different names.
• Check GST rates and HSN codes — many rates changed on 22 September 2025.
• Make sure opening stock is the quantity you counted on the switch date, not an old figure.
• For parties, check that mobile numbers have 10 digits and GSTINs have 15 characters.

Step 4: Import, and check before anything is saved

In ApnaInventory, the importer is built for exactly these files:

• Upload the Excel or CSV — up to 20,000 rows in a file.
• It recognises Vyapar and myBillBook column names, as well as Hindi ones like नाम and मात्रा, and you can change any match.
• Every row is checked before anything is saved: new, will update, already here, or a problem to fix.
• Items are matched by barcode, then code, then name; parties by GSTIN, then name — so importing the same file twice never doubles anything.
• Opening stock goes in through the stock ledger, and opening balances land on each party.

Step 5: Set up billing the way you like it

Before the switch date, set:

• Invoice numbering — a prefix with a new series each financial year, such as INV/26-27/0001.
• Tax mode — regular GST, composition (bill of supply) or non-GST.
• Your bill’s look — logo, address, bank and UPI details for the QR on the bill.
• Staff logins, each with only the permissions they need.

Then practise: make a quotation for a test customer and print it. Quotations do not touch stock or accounts.

Step 6: Check after the first week

Compare a few numbers with your last day in the old app:

• the balances of your ten biggest customers and suppliers;
• the stock of your twenty fastest-selling items;
• the first week’s sales total against your cash and UPI receipts.

If something is off, it is almost always an opening figure — fix it once and move on.

Step 7: Keep the old records

If you are registered under GST, your books must be kept for 72 months from the due date of the annual return for that year. Keep the downloads from the old app safely — on a computer and in a cloud folder — before you close the account.

Common mistakes

1. Switching in the middle of a busy month without counting stock first.
2. Trying to import every past bill instead of starting fresh from the switch date.
3. Forgetting supplier balances — what you owe is part of the opening too.
4. Not telling customers about a new UPI QR code or bill format.

A correct bill matters from day one — see what must be on a GST bill. After the move, keep stock right with this 8-step system, and if part of your udhari is still in a notebook, read khata book vs billing app.

FAQ

Will I lose my old bills?

Not if you download them before closing the old account. Keep them as your records; they do not need to be in the new app.

Can I import my past invoices?

The import brings items, parties, opening stock and opening balances. Past invoices stay in the files you downloaded — that is the cleanest way to start.

How long does the move take?

For a shop with a few hundred items and parties, an afternoon to download and clean the files and an hour to import and check.

Do I have to stop billing while I switch?

No. Make the switch at the end of a day: the last bill in the old app, the first in the new one.

Sources

• How long GST records must be kept (72 months) and electronic records — CBIC flyer on accounts and records

Checked on 2 November 2026. Vyapar and myBillBook are trademarks of their owners; menu names are as described in their help pages and may change.