Some property managers have wanted to switch property management software for five years and still haven’t done it. It isn’t the price and it isn’t laziness. It’s a question nobody has ever answered properly: what happens to everything I have in there? Fifteen, twenty or thirty years of owners’ associations, owners, ownership shares, service charge receipts, journal entries and meetings stored in a program they no longer like, but are afraid to leave.
That fear used to make sense. It doesn’t anymore. At FixrOS we migrate your firm from Gesfincas, CMW (Colmadwin), IDS FincasPlus Elite, Fynkus or any other program, and have it up and running in under 48 hours for a typical firm portfolio. Our team does the work, on a copy of your data, while your current program keeps running. Here’s how it works and what the law says about data that, don’t forget, belongs to you.
In short: yes, you can switch property management software without losing your history. FixrOS migrates your whole portfolio (communities, owners, ownership shares, accounting, receipts and meetings) from the program you use today, in under 48 hours, without your team typing in a single record and without stopping your firm. And the law is on your side: your data is yours.
Why so many firms don’t switch programs even when they want to
If you’ve ever thought about switching property management programs, you’ve probably asked yourself some of these questions:
- Will I have to retype hundreds of associations and thousands of owners?
- Will I lose my closed financial years and have to start from a simple opening balance?
- Will the accounts balance to the cent, or will I spend months chasing discrepancies?
- Will I have to shut down the firm in the middle of meeting season?
- Will I end up with two programs open for years, one to work in and another to look up old records?
They’re reasonable questions, because for a long time the answer to almost all of them was yes. Switching programs meant a quarter of admin work, an opening balance instead of your history and an old program nobody dared to uninstall. That’s why so many firms stay with software they don’t like: not out of conviction, but out of lock-in.
Our offer is simple. If your history is the only thing stopping you when you want to switch property management software, we’ll move your history for you.
Your data is yours: what the law says
Before we talk about how we migrate, it’s worth making something clear that many property managers don’t know: your associations’ information doesn’t belong to the vendor of your program, and the law backs you when you want to take it with you.
The GDPR requires your vendor to return your data
When a firm uses a program to manage owners’ and tenants’ data, the firm acts as the data controller and the vendor as the processor. Article 28(3)(g) of the General Data Protection Regulation states that the processor, at the choice of the controller, deletes or returns all the personal data to the controller after the end of the provision of services relating to processing. In other words, the decision about what happens to that data when your contract ends is yours.
If your program is in the cloud, switching is also a reinforced right
Regulation (EU) 2023/2854, known as the Data Act, has applied since 12 September 2025 and devotes an entire chapter to making it easier to switch between cloud data processing services. Among other things, it:
- Requires the provider to remove commercial, technical and contractual obstacles that deter customers from switching (art. 23).
- Requires the contract to set a maximum notice period of two months and a transition period of up to thirty calendar days during which the provider must give reasonable assistance to the customer and to third parties they authorise (art. 25).
- From 12 January 2027, prohibits charging the customer any switching charges (art. 29).
This regime applies to cloud services, not to a program installed on the firm’s computer. But in that second case things are even simpler: the backup is on your own machine.
And your history isn’t optional
The Spanish Horizontal Property Act gives the property manager the duty to keep the association’s documentation in custody, available to the owners (art. 20.1.e LPH), and requires notices of meetings, communications, proxies and other relevant meeting documents to be kept for five years (art. 19.4 LPH). A program switch that leaves your history behind isn’t just inconvenient: it forces you to keep the old system alive to meet your obligations. A full migration solves that too.
What a migration in under 48 hours looks like
When you switch property management software with FixrOS, it’s a three-step process, and the clock starts when we receive the copy of your data.
Day 0: you send us a copy
Your own program generates an export or a database backup. You send it to us and we always work on that copy, in an isolated environment. Your current installation isn’t touched: the firm keeps issuing receipts, calling meetings and looking after residents like any other day.
Day 1: we map and load
We translate your chart of accounts, your association structure and your cost allocation rules into the FixrOS model. Then we load the full portfolio, several associations at once or the whole firm in a single pass, depending on the source program.
Day 2: we reconcile with you and you go live
We compare the owners’ register, ownership shares, receipts, outstanding debt and accounts against your source system, with you in the room. When everything matches, you make the move. Not before, and never blind. The only cutover moment is the final switch, and you do it at the time you choose.
Very large portfolios, or ones spread across several systems, may need an extra day or two. If that’s your case, we tell you in writing before we start, never after.
Coming from Gesfincas, CMW, FincasPlus or Fynkus: the alternative without the fear
If you are looking for an alternative to Gesfincas, CMW (Colmadwin), IDS FincasPlus Elite or Fynkus, what holds you back is not finding another program: it is leaving the one you have. That is why at FixrOS the migration is not an extra or a separate project. It is included, our team does it and we commit to it in writing before we start.
It does not matter how many years you have been on your current program or how many communities you manage. If your system can export, we can migrate it, and on the first call we tell you exactly what we will bring across and how long it will take.
What you won’t have to do
The best way to measure a migration is by what it saves you. With FixrOS:
- No data entry. Nobody at your firm types in associations, owners or journal entries.
- No downtime. Your current program stays operational until the final switch.
- No starting from scratch. Your portfolio comes in with its history, not with a blank page.
- No blind leaps. Reconciliation is done with you in the room and repeated as many times as needed, because importing again updates what’s already loaded instead of duplicating it.
- No risk to your data. It travels encrypted, is processed in a restricted-access environment under a GDPR-compliant data processing agreement, and working copies are deleted when the migration ends.
The day after: your firm on an operating system
Migrating only makes sense if you end up somewhere better. FixrOS isn’t just another accounting program with a different menu: it’s the operating system for horizontal property. One operating system and six apps working on the same data you’ve just migrated: the firm’s Dashboard, the Claims Portal, the Professionals Marketplace, the Real Estate Portal, the Accounting Portal and the Mobile App for owners, residents, caretakers, tenants and loss adjusters.
That means that on the very first day after the migration your owners can check their receipts from their phone, incidents come in with their history and meetings are prepared with the owners’ register and ownership shares that were already in your program. You can see how it all fits together on the FixrOS for property managers page.
Checklist before you switch property management software
Whether you choose FixrOS or not, these are the questions you should ask any vendor before you sign:
- Do you migrate the history or only opening balances? Ask for a breakdown by data type: owners’ register, accounts, receipts, meetings and documents.
- Who does the work? If the answer is we’ll give you an Excel template, your team will be doing the work.
- How do you check that everything balances? Insist on a check against the source system before the switch, not after.
- Do I have to shut down the firm? The right answer is no.
- What happens to my data during the process? Ask for the data processing agreement and when working copies are deleted.
- What’s the timeframe, and is it in writing? A timeframe nobody commits to in writing isn’t a timeframe.
If you’re comparing options, this guide on how to choose software for property managers covers what else to check before you decide.
FAQ: how to switch property management software
How long does migrating to FixrOS really take?
Under 48 hours for a typical firm portfolio, counted from when we receive the copy of your data. That timeframe covers loading, mapping and reconciliation with you. Very large portfolios, or ones spread across several systems, may need an extra day or two, and we confirm that in writing before we start.
Which property management programs can you migrate from?
From Gesfincas, CMW (Colmadwin), IDS FincasPlus Elite, Fynkus and practically any other program on the market, including Excel, CSV or Access files. If your system can export, we can migrate it.
Will I lose my history when I switch programs?
No. Your portfolio comes in with its history: owners’ register, ownership shares, accounts, receipts, SEPA batches and meetings, to the extent each program’s copy allows. We give you the exact detail for your case before we start.
Do I have to stop working while you migrate?
No. We work on an isolated copy, so your current program keeps running throughout the process. The only cutover is the final switch, which happens once reconciliation has been verified and at the time you choose.
Can my current vendor refuse to give me my data?
Art. 28(3)(g) GDPR states that, when the service ends, the processor deletes or returns the personal data at the choice of the controller, which is your firm. If your program is a cloud service, Regulation (EU) 2023/2854 also strengthens your right to switch provider, and from 12 January 2027 it prohibits charging switching charges.
Who handles the migration, my team or yours?
Ours. Your team is only involved at two points: when handing us the copy of the data and in the reconciliation session, where you check together that balances and receipts match the previous system.
You may also be interested in
- FixrOS data migration and integrations
- FixrOS for property managers
- How to manage more associations with the same team
- Security and compliance at FixrOS
Conclusion: your history is no longer an excuse
For years, the biggest selling point of many property management programs hasn’t been what they do, but how hard it is to leave them. That’s over. Your portfolio, your accounts and your meetings can be up and running on FixrOS in under 48 hours, without anyone at your firm typing in a single record and without stopping for a single day.
If you’ve been wanting to switch property management software for a while, the next step is a short one: tell us which program you use and how many associations you manage, and on the first call we’ll tell you exactly what can be brought across and how long it will take. Book your demo and ask about your migration, or email us at info@fixros.com.
Gesfincas, CMW (Colmadwin), FincasPlus Elite and Fynkus are trademarks of their respective owners. FixrOS is not affiliated with or endorsed by any of them. They are mentioned for identification purposes only, to indicate which programs can be migrated from. The timeframes stated apply to typically sized portfolios and are confirmed in writing before the project starts.