Agency CRM Migration Checklist

Scope the move

Inventory tools, costs and contract dates

Record what you pay, what each tool does and when you can cancel. Mark the tools that must stay.

Confirm account and data ownership

Agree who owns each client account, who can export data and who can approve the move.

Define a pass/fail checklist for one client

Pick a representative pilot. List the forms, automations, reports and integrations that must work.

Export records and preserve an untouched backup

Keep contacts, field definitions, pipeline stages and relevant histories. Confirm export coverage with the source provider.

Carry over consent and suppression records

Preserve unsubscribe and do-not-contact status. Do not treat an imported address as permission to send.

Validate field mapping on a small sample

Check duplicates, date formats, time zones, owners and custom fields before importing the full set.

Rebuild and test complete workflows

Test entry, branching, waiting, exit conditions and error cases. Check for duplicate or unintended messages.

Verify domains, messages and integrations

Follow the vendor’s current sending setup. Test forms, calendars and integration failures with accounts you control.

Check client access and billing behavior

Review permissions, usage charges, failed payments and cancellation. Confirm any required payment setup separately.

Get the pilot accepted before expanding

Compare results against your written criteria. If a critical requirement fails, keep the current system and fix the pilot.

Set a cutover owner and rollback point

Document what can be reversed, where new records arrive and how to avoid duplicate workflows during overlap.

Reconcile data before retiring the old tools

Review record counts, active automations and the first usage bill. Cancel only after checking exports and contract obligations.