6 Steps To Make a Successful CRM Migration

Unlock your business’s growth potential with a smooth CRM data migration


📅 October 25, 2023 | 🕓 Read time: 6 min


Is your current customer relationship management (CRM) system falling short of your needs? Are you looking to migrate your data to a new CRM that offers better features and capabilities?

If that is the case, we have the perfect solution for you: a CRM migration. However, migrating your data from one platform to another can be a complex process. To help you successfully transfer your data, we have put together a comprehensive CRM migration checklist.

But first of all, what is a CRM migration?

A CRM migration involves transferring your data from your current CRM software to a different platform. It entails carefully selecting the data you want to retain and moving to the new software.

Keep in mind that before initiating the migration, it is essential to determine whether any reorganization or data removal is necessary. This step ensures that your new CRM platform contains current, accurate, and reliable data required to effectively engage with your customers and prospects.

Why should you consider migrating your CRM data?

With numerous solid CRM software options available, finding the most suitable one for your business and successfully transitioning to it can significantly enhance your sales and revenue income.

Other various reasons why you might want to transfer your data to a new CRM platform might imply a new solid software solution with:

  • Enhanced scalability to accommodate larger data volumes
  • Reduced costs compared to your current CRM software
  • Advanced features that can further streamline your customer management processes
  • Integration capabilities with third-party apps and platforms
  • Cloud storage options for improved accessibility and data security

By migrating your CRM data, you gain the opportunity to choose a better and improved CRM platform that aligns with your company's growing requirements. This empowers you to exercise greater control over your data and implement more effective strategies for business growth.

So let’s discover six steps to ensure a smooth and successful CRM data migration.​​​​

Step 1: Research and Choose the Best CRM Software

Before starting your CRM data migration, it is important to thoroughly research and choose the most suitable CRM software for your business.

Perform a CRM evaluation by sending out Requests for Proposals (RFPs) to 3-5 CRM providers and assess them based on features like scalability, costs, advanced capabilities, and integration options. Additionally, read reviews and seek recommendations to ensure an informed decision. Prioritizing cost-effectiveness and efficiency is essential during the evaluation process.

Step 2: Analyze and Review Your Current CRM Data

Carefully examine the data stored in your current system. Determine which data needs to be transferred to the new system and identify any data that requires reorganization or removal.

Cleaning up your CRM data is crucial and should be an ongoing process. Take advantage of this opportunity to assess your sales funnel, workflows, and processes, and identify areas that can be improved. This initial step of data cleaning sets the foundation for continual data management and optimization.

Step 3: Map Your Data

To ensure a smooth transition to your new CRM, develop a data mapping plan that specifies the location of each data element within the system. Organize your data into logical groups or subsets that enable convenient access and analysis. For instance, consider separating current customers from leads and prospects to streamline your interactions.

It is also important to establish a common CRM objectives understanding among departments, such as marketing and sales, regarding the data mapping process. This will facilitate effective collaboration and alignment throughout the organization.

Step 4: Backup Your Data

Before proceeding with the migration, back up your data to ensure you have a copy in case of any unexpected issues or data loss. Use a reliable data warehouse, cloud storage platform, or data backup service to safeguard your information. This backup will also serve as a reference point for comparing data in the new CRM.

Step 5: Validate Your Data

The next important step is to conduct thorough testing to ensure a seamless transition. Performing a full data transfer all at once carries inherent risks, as any complications could have significant consequences.

To mitigate potential issues, it is essential to create a backup of your data. Subsequently, initiate a trial migration by transferring a small subset of data to your new CRM system. This test will provide valuable insights into the process and help identify any challenges or errors that may arise.

If you encounter any problems during the test migration, take the necessary time to address them appropriately. You may consider seeking assistance from the platform provider or exploring alternative CRM solutions if issues keep rising.

Step 6: Execute the Data Migration

Once you have successfully conducted and validated the migration tests, it is time to execute the actual data transfer to your new software. It is the easiest step, a single command is needed to execute the migration. This will initiate the comprehensive relocation of all your data from the legacy CRM system to the new platform.

Now that the data has moved to the new CRM system, you must check if the data was moved over correctly and clean things up before using it. You can manually check random records, especially the important ones for your business. Make sure the correct data shows up in those records. 

Depending on the complexity of the data, you can also choose a custom script that validates data in the new CRM system with the data in your previous CRM.


With these 6 CRM migration tips, you can now enjoy the benefits of your new CRM solution, leveraging enhanced capabilities, improved functionality, and boosted productivity. This will later translate into increased sales and revenue for your business.

Help Your Business Grow with Enterprise CRM Solutions from Qualysoft

Migrating your data to a new CRM platform is like getting out of your comfort zone, scary but rewarding. CRM technology is prone to getting outdated or unsuitable for your business as much as any other software solution, and it’s important to explore modern alternatives when you find you’ve outgrown your current CRM system.

If you don’t have the internal resources to take on a successful CRM migration, since it involves a significant amount of time and resources, work with an independent CRM consultancy company. We are here to support you through your CRM migration journey, from selecting the most appropriate CRM system that fully meets your needs, to testing and executing the migration. We also provide personalized guided experiences to increase CRM proficiency, productivity, and performance.

Contact us to learn more. No matter what platform you’re migrating to, Qualysoft can ensure that the entire process goes smoothly and deployment happens on schedule.