CRM migration
Migrate Your CRMfor enhanced customer engagement and sales efficiency
Moving CRMs means more than copying contacts. Activity history, ownership, duplicates and consent are where projects go wrong, and each target has import limits you need to plan around.
CRMs agree on the words and differ on what they mean
Nearly every CRM has contacts, companies and deals. They don't agree on the details. Salesforce separates leads from contacts and has a conversion step between them. HubSpot keeps one contact record with a lifecycle stage. A deal pipeline in one system might be several custom fields in another. So a field-by-field mapping is the second step. The first is deciding what your new process should be, because copying the old structure into a new CRM usually imports its workarounds as well.
What makes CRM data awkward to move
- Activity history. Emails, calls, notes and tasks are often the most valued data and the hardest to bring across, with their dates and links to the right records. Some targets also limit how these can be created through imports.
- Ownership. Records belong to users, so inactive staff need a decision: reassign, or keep a placeholder owner so reports stay correct.
- Duplicates. A move is the best chance to merge them, but only with clear rules on which value wins. Merge either before the load or as a controlled step after it, and keep a record.
- Attachments. Files often live in separate storage with their own limits, and they tend to be left until last.
- Consent and unsubscribes. Marketing status must carry across exactly. Accidentally re-subscribing people is a legal problem as well as an embarrassing one.
- Automation. Workflows don't transfer, and a live one in the target can fire on imported records, so they stay off until the load is verified.
Limits worth knowing before you plan
On HubSpot, a single import file can have up to 1,048,576 rows or 512 MB on paid plans, with fewer than 1,000 columns, and 10,000,000 rows per day through the import tool. The Imports API allows a higher daily total under the same per-file limits.
On Salesforce, the browser-based Data Import Wizard takes up to 50,000 records at a time for most record types and can't handle opportunities, cases or products, so most projects use Data Loader or the Bulk API. Our Salesforce page covers load order and audit dates in more detail.
Limits change, so we check the current figures for your plan before a rehearsal.
How we would run it
We export everything, including what you think you don't need, and keep the export as an archive. We keep the old system's ID on every new record, which makes reloading safe and lets us trace any record back. A small sample goes first, opened by the sales team, because they will spot problems a count never will. Then come full rehearsals in a sandbox or test portal, and a final load with a short freeze on the old CRM.
Adoption decides whether the migration worked. If the sales team keeps a spreadsheet on the side a month later, then the data was moved but the project wasn't finished.
What we can show you
We have no published move from one commercial CRM to another. Our evidence is integration into a CRM: a WordPress site sending enquiries and customer data to Microsoft Dynamics with mapping, validation and retry on failure, and a WooCommerce store syncing orders and customers to Dynamics. We also built a broker CRM within a platform for Indian insurance brokers. Those projects deal with the same mapping and data-quality problems at a smaller scale.
CRM migration questions
Will our email and call history come across?
Usually, but with more work than contacts and deals, and it varies by source and target. We test a sample in the target first so that you can see how the history actually appears before deciding how much of it to bring.
Can you connect the new CRM to our website?
Yes. That is the part we have most direct experience of. We build the integration with mapping, validation and retries, so a failed send doesn't lose an enquiry.
What are you leaving, and what must come with you?
Name the old and new CRM, and the history your sales team can't work without. We will tell you what that involves.
We reply within one business day (IST).