CRM Data Migration Services With Zero Lost Records
A migration is judged on one thing: can you prove afterwards that nothing was lost. That means agreeing the cleaning rules before you start, running the whole thing as a rehearsal, and producing a reconciliation your finance team can check.
Discuss your projectMigrations we handle
- Salesforce to HubSpot, and the reverse, including the custom objects that do not have an obvious equivalent.
- Zoho, Pipedrive, Monday, Freshsales, Insightly or Copper to HubSpot or Salesforce.
- Spreadsheets to a real CRM — the most common, and the one with the most cleaning to do.
- Several systems consolidated into one, where sales, support and finance each kept their own customer list.
- An old CRM to a custom system we or someone else built.
- Cleaning and deduplicating in place, where you are staying put but the data has become untrustworthy.
Cleaning rules get agreed first, in writing
Every migration involves decisions that are business decisions disguised as technical ones. Two records for the same company with different addresses — which wins? A contact with no email and no phone — does it come across? An open deal in a stage the new system has no equivalent for — where does it land? A lead last touched in 2019 — migrate, archive, or drop?
If these are decided during the migration, they get decided by whoever is running the script, at speed, and nobody can reconstruct why afterwards. So we write them down first and you approve them. The document is dull and it is the single thing that most determines whether you trust the result.
The rule we apply where there is any doubt: keep the data and flag it. A record merged wrongly is hard to unpick; a record flagged for review is a few minutes of someone's attention. We would rather hand you a review queue than a confident migration that quietly lost a customer.
Process
- 01
Audit and count
What objects exist, how many of each, which fields are populated and which are empty in practice, and where the duplicates are. You get the counts before anything moves — they are what the final reconciliation is measured against.
- 02
Map the fields
Source field to destination field, with the transformations named, and an explicit list of anything with nowhere to go. Fields that cannot be mapped are either added to the destination as custom fields or consciously dropped, never silently lost.
- 03
Dry run into a sandbox
The full migration, into a sandbox or a trial instance, with the real data. You get a report: records created, records merged, records flagged, fields unmapped. This is where errors are found, and it is the step vendors skip when the quote is tight.
- 04
Review, adjust, dry run again
You look at the flagged records and the merge decisions and tell us what is wrong. Rules are adjusted and it runs again. Two or three rounds is normal and is not a sign of trouble.
- 05
Cut over
Usually over a weekend. Final export, migration, verification, then users on the new system. The old system stays readable and is not decommissioned for weeks.
- 06
Reconcile
A report comparing both systems object by object: counts, totals of open pipeline value, and a sample of records checked field by field. If the numbers do not match, we find out why before anyone calls it done.
The things that usually get forgotten
Record counts are the easy part. These are what people discover missing in week two.
Email and activity history
Years of correspondence attached to contacts. Often the most valuable thing in the old system and frequently out of scope by accident, because it is not in the object list.
Attachments
Proposals, contracts, signed documents. These migrate separately from records, can be large, and are the usual cause of a migration taking longer than the data suggested.
Notes and custom fields
The free-text notes where the actual knowledge lives, and the custom fields someone added in 2021 that three reports depend on.
Ownership and teams
Who owns which account. If this is wrong on day one, your reps lose trust in the new system immediately and go back to their spreadsheets.
Closed and historical records
Won and lost deals are what your reporting baseline is made of. Migrating only open records makes every year-on-year comparison impossible.
Integrations and automations
The workflows, sequences and connected tools pointing at the old system. These do not migrate — they are rebuilt, and that work should be in the plan rather than discovered.
Common questions
Tell us what you need
Describe the problem and we will come back with scope, timeline, and a rate. No obligation to proceed.
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