During onboarding, you practise with test customers, test quotes and test invoices. That's exactly the idea. But at some point you'll want to start with a clean slate: no more test data, just real customers and real invoices. That moment is the clean-up.
The clean-up is the transition from practising to working for real. The Bas team removes all test data from your account, so you can start with case file number 001 and invoice number 001. Your settings, templates and configuration remain intact.
Why clean up?
If you go live with test data still in your system, then:
Your case file numbers won't start at 001 but somewhere in the middle
There will be fake customers mixed in among your real customers
Your statistics and dashboards won't be accurate (because test invoices are counted too)
Stock will be registered against fictitious customers
Your accounting integration will send test invoices through to your accounts
The clean-up prevents these problems and gives you a clean, professional start.
What DOES get deleted
During the clean-up, the Bas team removes all the data you created while practising:
Category | What gets deleted |
Customers | All test customers and fictitious debtors |
Case files | All test case files and practice jobs |
Quotes | All test quotes (draft and sent) |
Invoices | All test invoices (draft and sent) |
Storage | All test storage case files and test links between customers and units |
Boxes/stock | All outstanding boxes with test customers and stock levels |
Statistics | Everything is reset to zero (revenue, counts, dashboards) |
Tasks | All test links and tasks |
In short: everything you've "done" in the system (jobs, quotes, invoices) is deleted. Everything you've "configured" stays.
What does NOT get deleted
Your configuration and settings remain completely intact:
Category | What stays |
Settings | All company settings, features, scheduling settings |
Integrations | Mollie, accounting integration, Schouten Zekerheid, website integration |
Vehicles | All vehicles with dimensions and fuel card details |
Employees | All employees, skills, work schedules |
Boxes/materials | All box types and material definitions (the "packing box" type stays, only the stock level is reset) |
Templates | Quote, invoice and work order templates |
Notifications | All customer notifications and email templates |
Packages | All packages with quote and invoice lines |
Revenue groups | All revenue groups and ledger account links |
Warehouses | All storage locations and warehouse definitions |
Storage units | The units themselves (crates, containers) continue to exist, only the customer links are removed |
So after the clean-up, you don't need to rebuild your templates, re-enter your employees or reconfigure your integrations. Everything you've set up is still there.
When do you request the clean-up?
You request the clean-up from the Bas support team. The right moment is when you meet all the following conditions:
Your settings are final. Packages, templates, notifications and integrations have been configured and tested.
You've practised enough. You can independently run through the basic flow (creating a case file, sending a quote, scheduling a job, creating an invoice).
Your integrations work. The accounting integration has been tested with a test invoice. Mollie is ready to go live.
You're ready to go live within a few days. You do the clean-up shortly before going live, not weeks in advance.
The typical order is:
Configure and test everything
Request the clean-up from support
Enter your current stock (see next step)
Transfer any existing case files, if applicable
Go live
Please note: You can't do the clean-up yourself. Deleting data is deliberately restricted in the system to prevent accidents. The Bas team has a special procedure for this that clears everything in one go.
How do you prepare for the clean-up?
Step 1 - Check that your settings are complete
Go through the following items and make sure they're final:
Packages (quote and invoice lines)
Document templates (quote, invoice, work order)
Notifications (wording approved, branding correct)
Integrations (accounting software, Mollie, others)
Employees and vehicles
Boxes and materials (types, suppliers, purchase prices)
Storage locations and units
You can still adjust anything after the clean-up. But it's more efficient to do this in advance, so you can get straight to work once the clean-up is done.
Step 2 - Contact the Bas support team
Send a message via the chat bubble in Bas or by email:
Let them know you're ready to have your account cleaned up
The team schedules and carries this out (usually within one working day)
You'll receive a confirmation once the clean-up is done
Step 3 - Re-enter your current stock
After the clean-up, all your stock levels are at zero. This is the moment to enter your current stock:
Count your physical box stock (packing boxes, fold-flat boxes, wardrobe boxes, etc.)
Enter the quantities against the relevant material
This is your starting stock, which the system will use going forward
Tip: Only do the stock count on the day of the clean-up or the day after. Not before, because the count will no longer be accurate if you've handed out boxes in the meantime.
Step 4 - Check your account
After the clean-up, check that everything is correct:
The case file overview is empty
The invoice overview is empty
The customer overview is empty
Statistics are at zero
Your settings, templates and integrations are still there
Expected result: A clean account with all your configuration intact, ready to create your first real job.
Practise first, then clean up
A common mistake is wanting to clean up too early. "I want a clean start, so let's begin straight away." But the opposite is true: you should practise as much as possible before cleaning up.
Why practising a lot matters so much
While practising, you'll discover things you want to change:
Your quote template is missing a field
Your package calculation differs from how you currently do things
A notification has the wrong wording
The invoice lines are missing a description
You can make all these adjustments without any problems during the practice period. After going live, it takes more effort, because your real data is in the system by then.
How much should you practise?
Run through at least 5 to 10 complete scenarios before requesting the clean-up. A complete scenario means:
Creating a new case file with (fictitious) customer details
Drawing up and sending a quote
Scheduling the job with employees and a vehicle
'Carrying out' the job (working through the statuses)
Drawing up and sending an invoice
Vary your scenarios as you go:
Scenario | What you practise |
Residential move | The standard basic flow |
Move with storage | Assigning storage crates, storage invoice |
Commercial move | Reference number, different invoice address |
Small move (1 van) | Minimal crew, short scenario |
Large move (multiple days) | Multiple events, split across days |
Tip: Take a real working day and recreate it fully in the system. Schedule 4-5 jobs, assign employees, process everything and create invoices. That way you'll notice exactly where the friction is.
The right moment
A good rule of thumb: if you can operate 70% of the system independently (case file, quote, scheduling, invoice), you're ready for the clean-up. You don't need to be able to do everything perfectly. You'll learn the last 30% on the job.
Numbering starts again
After the clean-up, all numbering starts again:
Case file numbers start again at 001
Quote numbers start again at 001
Invoice numbers start again at 001
This means your first real quote neatly gets number 001, instead of number 047 because you created 46 practice quotes.
Tips
Schedule the clean-up for a quiet moment. Not on Friday afternoon if you want to go live on Monday, but on Tuesday or Wednesday, so you have a few days to check everything and enter your stock.
Use the practice period to train your employees. After the clean-up, there's no more room to "just try something" without real consequences.
Make a list of your current stock before requesting the clean-up. Boxes, wardrobe boxes, fold-flat boxes. Then you can enter it straight away once the account is clean.
Nothing can go wrong while you're practising. It all gets wiped anyway. The only risk is entering a real email address for a test customer, which would send that person a message. So always use fictitious email addresses or your own email address.
Please note
Don't enter your stock too early. If you fill in your stock two weeks before the clean-up, it will be wiped along with everything else. Wait until after the clean-up.
The clean-up is irreversible. All test data is gone for good. Make sure you don't have any real customer details in the system that you still need.
Check the accounting integration after the clean-up. Adjust the start date of your accounting integration to your go-live date, so no "gap" appears in your accounts.
Turn off notifications during data import. If you're transferring existing case files or storage customers after the clean-up, turn off all notifications first. Otherwise, existing customers will receive unexpected emails.
Next article: Transferring outstanding quotes and ongoing case files