CRM data migration checklist: 30 steps to avoid losing data

1. Plan

1. 1Name one internal owner who can make decisions
2. 2Agree what moves: modules, date range, active vs archived records
3. 3Pick a cut-over date away from month-end or busy season
4. 4List every integration that writes into the old CRM
5. 5Decide how long the old CRM stays read-only

2. Audit

1. 1Count records per object
2. 2List custom fields and which are actually used
3. 3Check attachment and email volumes
4. 4Identify duplicates and junk records
5. 5Note required fields and picklist values

3. Map

1. 1Build a mapping sheet: source object and field to Zoho module and field
2. 2Map picklist values one by one
3. 3Map users and record owners
4. 4Decide where marketing-only contacts go
5. 5Get the mapping signed off

4. Clean

1. 1Merge duplicates
2. 2Standardise phone, country and state formats
3. 3Fix invalid emails
4. 4Archive records nobody will use
5. 5Export with record IDs and association IDs

5. Test

1. 1Set up Zoho modules, fields, layouts, users and roles
2. 2Import a sample of 50 to 100 records per object
3. 3Check relationships, owners and dates
4. 4Rebuild key automation and test it
5. 5Ask two users to check their own records

6. Cut over

1. 1Freeze changes in the old CRM
2. 2Run the full import, then a delta import of recent changes
3. 3Switch web forms and integrations to Zoho
4. 4Train users and go live
5. 5Keep the old CRM read-only and save a final backup before cancelling

Import order that keeps relationships

Migration prices

Flowpeak publishes fixed starting prices for each source system, from USD 380 for spreadsheets to USD 800 for Salesforce. See the migration cost guide for the full table.

Frequently asked questions