How do you migrate from an old CRM to a new one?
Migrating from an old CRM to a new one is a 1-4 week project for most contractors, depending on data complexity and team size. The work itself is straightforward; the gotchas are field mapping, attachment handling, and avoiding history loss. This post is the playbook that works.
Week 1: export and audit
Start with a complete export from the old CRM — contacts, deals, jobs, quotes, invoices, attachments, communication history. Most CRMs offer this under settings; some require an API call. Once exported, audit it: open the CSVs, spot-check that key records are intact, count rows against what the CRM dashboard says. If anything's missing or malformed, escalate to the old CRM's support while you still have access. Don't proceed to the new CRM with a broken export — you'll bake the problem into the new system.
Week 2: field mapping and pilot import
Build a mapping spreadsheet: every field in the old CRM and where it goes in the new one. Some fields map one-to-one (Name → Name). Some need transformation (Status 'In Bidding' → Status 'Awarded'). Some don't have a home and you'll need to create custom fields. Once the mapping is built, do a pilot import: 20-50 records, not the full dataset. Verify in the new CRM that everything lands where expected. Iterate on the mapping until pilots are clean. Only then do the full import.
Week 3: parallel operation
Don't kill the old CRM the day the new one goes live. Run both for a week or two. New activity (new leads, new jobs) goes into the new CRM. The old CRM is read-only — anyone needs to look up an old job, they go there. This catches the data you missed migrating, the workflows you forgot to reconfigure, and the integrations that didn't carry over. Most issues surface in week three of parallel running. Fix them, then start phasing out the old CRM.
Week 4: cut over and archive
Once a full week has gone by without anyone needing the old CRM, cancel it and download a final archive to local storage. Keep that archive — you may need to reference it years later for old job history. Update integrations (QuickBooks, Twilio, Calendly, ad platforms) that were pointing to the old CRM. Train the team on any new CRM features they haven't touched yet. Document the workflow in a short internal guide so new hires don't reinvent it.
Bottom line
Migrating CRMs is straightforward with the right sequence: export and audit, map fields, pilot import, run parallel, then cut over. Skipping any step is where data gets lost.