How to Switch CRM Without Losing Data
Complete CRM migration guide. How to transfer contacts, deals, and email history between CRM platforms without data loss. AU Privacy Act considerations included.
What Transfers & What Doesn’t
Not everything moves across automatically. Use this table to plan your migration scope.
| Data Type | Auto Transfer? | Notes |
|---|---|---|
| Contacts & Companies | Yes | Most CRMs support CSV import — deduplicate before migration |
| Deals/Opportunities | Partial | Open deals transfer via CSV — pipeline stages may need remapping |
| Email History | No | Email threads rarely transfer between CRMs — export as archive |
| Notes & Activity Log | Partial | Some migration tools preserve notes — activity timestamps may shift |
| Custom Fields | No | Recreate custom fields in new CRM first, then map in import CSV |
| Attachments & Documents | No | Download all files from old CRM — re-upload to new system manually |
| Automations & Workflows | No | Rebuild from scratch — document existing automations before decommissioning |
| Integrations | No | Reconnect Xero/MYOB, email, and marketing tools in new CRM |
Step-by-Step Migration Guide
Step 1
Follow the detailed instructions for this step of the migration process. Ensure all data is verified before proceeding to the next step.
Step 2
Follow the detailed instructions for this step of the migration process. Ensure all data is verified before proceeding to the next step.
Step 3
Follow the detailed instructions for this step of the migration process. Ensure all data is verified before proceeding to the next step.
Step 4
Follow the detailed instructions for this step of the migration process. Ensure all data is verified before proceeding to the next step.
Step 5
Follow the detailed instructions for this step of the migration process. Ensure all data is verified before proceeding to the next step.
Step 6
Follow the detailed instructions for this step of the migration process. Ensure all data is verified before proceeding to the next step.
Step 7
Follow the detailed instructions for this step of the migration process. Ensure all data is verified before proceeding to the next step.
Step 8
Follow the detailed instructions for this step of the migration process. Ensure all data is verified before proceeding to the next step.
Step 9
Follow the detailed instructions for this step of the migration process. Ensure all data is verified before proceeding to the next step.
Pre-Migration Checklist
- Reconcile all bank accounts up to the conversion date
- Lodge all outstanding BAS and IAS returns
- Finalise and lodge STP report for the current pay period
- Export key reports (P&L, Balance Sheet, Trial Balance) as PDFs
- Back up your data to an external drive and cloud storage
- Notify your BAS agent or bookkeeper about the planned switch date