Switching CRM is a chance to start clean, or a way to copy years of mess into a more expensive tool. The difference is the plan.
1. Decide what’s worth moving
| Data | Usually move? |
|---|---|
| Active customers and their contacts | Yes |
| Open deals | Yes, with current stage and next step |
| Won deals (last 2–3 years) | Yes, for history and reporting |
| Lost deals | Recent ones, with lost reason |
| Activities, notes, emails | Recent and important; check what the import supports |
| Contacts with no activity for years, no consent | Often no: archive the export instead |
| Attachments | Selectively; often easier to keep in shared storage and link |
2. Clean before you move
Fix it in the export, not after: standardise phone numbers to +971 format, merge duplicates, map lead sources to one list, remove junk. See CRM data hygiene.
3. Design the new setup first
- Pipeline stages and entry rules. See how to set up a CRM pipeline.
- Fields: only those you’ll use, with dropdown values agreed.
- Owners and teams.
4. Map every field and value
| Old CRM field | New CRM field | Type | Value mapping |
|---|---|---|---|
| Lead Source | Lead source | Dropdown | “FB”, “Facebook Ads” → “Meta ads” |
| Stage | Deal stage | Pipeline stage | “Proposal” → “Quote sent” |
| Mobile | Phone | Phone | Reformat to +971… |
The migration sheet has a template.
5. Import in the right order
- Users (so owners can be assigned)
- Companies
- Contacts (linked to companies)
- Deals (linked to contacts and companies)
- Activities and notes
Use the IDs from the old system to keep associations. Most CRMs, HubSpot for example, can import several linked objects in one file or in sequence.
6. Test import
Import a sample (100 contacts with deals and notes). Check associations, owners, stages, dates and formats. Fix the mapping, then delete the test data.
7. Rebuild what connects to the CRM
This is the part most often forgotten:
- Website forms → new CRM. See form-to-CRM workflow.
- WhatsApp and email inbox integrations
- Store, accounting and ad platform syncs (including offline conversions)
- Automations, sequences, reminders
- Reports and dashboards
List each one, rebuild and test before cut-over.
8. Cut-over day
- Freeze changes in the old CRM (read-only)
- Final delta export and import (records changed since the main import)
- Switch forms and integrations to the new CRM
- Test a live enquiry end to end
- Keep the old CRM read-only for a defined period, then cancel
9. Adoption
Run the next sales meeting from the new pipeline. Train in short sessions on real deals. See why nobody uses your CRM.
Frequently asked questions
How long does a migration take?
For a small business, often two to six weeks from planning to cut-over, depending on data volume and integrations.
Can we use the vendor’s migration service?
Many CRMs offer import tools or paid migration help. They move data; you still need to decide what to move and rebuild your processes.
What about email history?
Some CRMs can import emails or re-sync mailboxes. Check what’s supported before promising it to the team.
If you’d like a CRM migration planned and run, that’s part of our CRM service.
Free download · Excel template
CRM migration field map and plan
A field-mapping template (old field, new field, type, value mapping, notes), an import order checklist, an integration rebuild list, and a cut-over day plan.
Download itNo sign-up. Opens in Excel, Google Sheets or Numbers.
Rather have it done?
This is the kind of work our crm service covers. Tell us where you are today and we’ll reply with a plan and a fixed price.
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