A successful CRM migration moves clean, mapped data into a system that is already configured for how your team sells, then retires the old tool on a fixed date. Most failed migrations skip the cleanup and the mapping and import a mess into a new home. Use this checklist to avoid that.
Before you move anything
- Write down your sales process: stages, definitions and who owns what.
- Inventory every field in the old system and decide keep, merge or drop.
- Clean duplicates, dead contacts and junk before export, not after.
- Decide how far back history needs to go. Not everything deserves to come along.
- Pick a cutover date and freeze changes to the old system’s structure.
| Data | Move it? | Note |
|---|---|---|
| Active contacts and companies | Yes | Deduplicate first |
| Open deals | Yes | With stage, amount, owner and close date |
| Closed won deals, last 2 to 3 years | Yes | Needed for revenue history |
| Closed lost deals | Usually | Useful for win-loss analysis |
| Email and activity history | Selectively | Often the most expensive part to move |
| Unused custom fields | No | Archive the export instead |
| Contacts with no activity in 3+ years | Usually no | Keep an export; do not pay to store them |
Build the new system first
- Create properties, pipelines, lifecycle stages and required fields before import.
- Set up users, teams, permissions and lead routing.
- Build the key reports so you can verify data after import.
- Connect forms, email, calendar and phone so new data lands correctly from day one.
Migrate in stages
- Import companies, then contacts, then deals, then activities, preserving associations.
- Run a test import of a small sample and check it with the people who use it.
- Import the full set, then compare record counts and spot-check 20 records.
- Re-create workflows and sequences in the new system; do not assume they transfer.
After cutover
- Train every user on the five things they do daily.
- Turn the old system read-only, then cancel it after a set period.
- Review data quality weekly for the first month.
Frequently asked questions
How long does a CRM migration take?
For a small business, two to six weeks, mostly spent on process decisions and cleanup rather than the import itself.
Can we migrate email history?
Often yes, depending on the source system and connectors. Decide early whether it is worth the cost.
We plan and run HubSpot and Salesforce migrations, including field mapping, cleanup and training.
