Title: Replace legacy or SaaS software without a big bang | AI Heroes URL: https://aiheroes.io/en/replace-software Description: Replace overpriced or outdated software with software that fits. Built next to the old system, data moved over in parts, the old one switched off only when the new one runs. Start with a six-day start sprint from €8,000. # We are fed up with our package. Software that is too expensive or too old, replaced by software that fits how you work. We build the new system next to the old one and only switch the old one off once the new one runs. [Plan a start sprint](https://aiheroes.io/en/start-sprint) How the switch works - 6 days: to architecture and migration plan - €8,000: the start sprint, fixed price - 1 year: for Strive to earn the build back ## Sound familiar? Three situations in which clients come to us. Each has its own approach. - [An expensive SaaS package](https://aiheroes.io/en/replace-saas) · A yearly subscription for a package you only use part of, and that dictates how you work. · Replace a SaaS package - [Excel and scattered tools](https://aiheroes.io/en/replace-excel) · Work runs through spreadsheets, email and a handful of separate tools. Nobody has the full picture and errors creep in. · Replace Excel - [Outdated custom software](https://aiheroes.io/en/legacy-software) · A system from years ago that nobody dares to touch anymore, or a platform that does not grow with you. · Legacy software ## Switching over without everything stopping The risk of replacing lies in the switch. That is why we always do these three things. - First · Integrations first · We connect the new system to what stays first: your ERP, CRM, Microsoft 365, accounting, web shop or marketplace. - Then · Data in parts, with checks · We move your data over in parts and check every step, so nothing gets lost. - Only when it runs · The old system stays on · The old system keeps running until the new one demonstrably works. Only then do you switch it off. - WooCommerce and web shops - Microsoft 365 - ERP and CRM - Marketplaces such as bol.com [Connect to your systems](https://aiheroes.io/en/ai-integration) ## What it returns With a SaaS package you often pay for everything and use a fifth. The start sprint puts the numbers on a single page: what the subscription costs per year, what your own software costs and when it pays for itself. If the numbers do not add up, we advise against replacing. Case · Strive ## The package out, earned back in one year Strive, a gym, paid every year for a membership management package it only used part of. We built Strive its own software next to the package, with only what it needs. - 1: year payback time The subscription was only cancelled once everything matched, and the team had been trained on the new system beforehand. [Read the case](https://aiheroes.io/en/cases/strive) ## From start sprint to switch 1. Six days · Start sprint · Architecture, a phased migration plan and the business case on a single page. From €8,000, start within two weeks. 2. Two-week sprints · Building next to the old system · A demo after every sprint; the old system simply keeps running. Build from €15,000. 3. Switch · Team trained, then switch · Your team already works with the new system before the old one goes. 4. After that · Maintenance and development · We keep maintaining and developing the system. The integrations and data model are documented. ## Included in every build - Business case first · Before we build, you know what it costs, what it returns and when it pays for itself. - Compliance by design · AI Act classification, logging, human oversight and European hosting are part of the design. - Your people can work with it · We train the team that will use the system on the system itself. That also covers Article 4 of the AI Act. - Not tied to one AI vendor · You can switch AI models without rebuilding. Everything comes with documentation. What matters most here: the integrations and data model are documented, and you are not tied to one AI vendor. [How we work](https://aiheroes.io/en/how-we-work) ## More of our work - Case · e-commerce · [IC Commerce](https://aiheroes.io/en/cases/ic-commerce) · The WooCommerce shop replaced by its own platform, and the work around it automated step by step with new pipelines. · Read the case - Case · gym · [Strive](https://aiheroes.io/en/cases/strive) · An overpriced membership management package replaced by its own software, earned back in one year. · Read the case ## Frequently asked questions ### Is replacing not more expensive than keeping what we have? The start sprint works that out. You see what the current package costs per year, what your own software costs and when it pays for itself. The gym [Strive](https://aiheroes.io/en/cases/strive) earned the build back in one year. If the numbers do not add up, we advise against replacing. ### How does our data move over? In parts, with a check after every step. The old system stays on until everything matches, so nothing gets lost. ### Our old system is tied into everything. Can it still be done? Yes. We start with the integrations: first we connect the new system to what stays, then you switch over. That way not everything has to change at once. ### How long does a replacement take? The start sprint takes six days. A replacement usually takes two to twelve weeks, depending on how much needs to be connected and moved over. ### Who maintains it afterwards? We do. We keep maintaining and developing the system, and the integrations and data model are documented. ## Or does another way in fit? - [A new AI tool](https://aiheroes.io/en/new-ai-tool) · An assistant, a workflow or a tool you are missing today, from prototype to daily use. · See this way in - [Self-hosted AI](https://aiheroes.io/en/self-hosted) · AI and software on your own servers or with a European provider, with the AI Act in the design. · See this way in ## Tell us what you want to replace Which package or system, and what bothers you about it? You hear from us within 24 hours, usually with a proposal for a start sprint. [info@aiheroes.io](mailto:info@aiheroes.io) [+31 50 200 3373](tel:+31502003373) ### Book an introduction - [Frans Hoorn Business case and scoping](https://calendar.app.google/juFpF3MDmikH4BVS8) - [David Homan Build, hosting and compliance](https://calendar.app.google/GcA1oBNwzyFZtW5W6) - [Jan Brusse Adoption and training for your team](https://calendar.app.google/un3fLvb7ht4f7PBWA)