CRM Migration Checklist and Plan
A CRM migration moves contacts, companies, deals and notes into a new CRM without losing data. Enter your go-live date, where the data is now and how many records you have to get a dated checklist in six phases: plan, clean the data, set up, test import, go live and after go-live. Free, and printable.
Choose where your data is now and enter the go-live date. Add a start date to spread the plan over your own timeline, record counts to size the test import, and the tools you need to reconnect. The checklist updates as you type; print it or copy it into your project tool.
CRM migration plan example
A 12-person sales team moves 8,400 contacts, 2,100 companies and 950 deals from its old CRM, starting on 4 January 2027 and going live on 15 February 2027.
| Phase | By |
|---|---|
| Plan | 4 Jan 2027 |
| Clean the data | 11 Jan 2027 |
| Set up | 18 Jan 2027 |
| Test import | 1 Feb 2027 |
| Go live | 15 Feb 2027 |
| After go-live | 1 Mar 2027 |
The plan has 27 steps; the test import uses 573 of the 11,450 records.
CRM migration checklist
- Plan: one owner, a go-live date, what must work on day one and what not to move.
- Clean the data: remove duplicates, standardise values and map every old field to a new one.
- Set up: users and permissions, pipeline stages, custom fields and integrations.
- Test import: a sample of related records; check counts, owners, dates and links.
- Go live: freeze the old system, import everything, compare counts and switch integrations.
- After go-live: train the team, check usage weekly and archive the old system after 90 days.
Before you choose the new CRM
Compare what the new system costs per user with the CRM cost calculator and estimate the return with the ROI calculator. Once you are live, write down how the team should use it in the sales playbook template.
Frequently asked questions
What is a CRM migration?
A CRM migration moves your customer data — contacts, companies, deals, notes and activities — from spreadsheets, an inbox or another CRM into a new CRM, and switches the team and connected tools over to it. Done well, nothing is lost and the team uses the new system from day one.
How long does a CRM migration take?
For a small or mid-sized team, plan about four to eight weeks from the decision to go-live: planning, cleaning the data, setting up the new CRM, a test import and the final switch. Large databases, many custom fields or integrations take longer. This plan defaults to six weeks.
What are the steps of a CRM migration?
Plan what to move and who owns it, clean and deduplicate the data, map old fields to new ones, set up users, pipelines and integrations, run a test import and check it, then freeze the old system, import everything, compare record counts and train the team.
How do I avoid losing data in a CRM migration?
Export everything with record IDs so links between contacts, companies and deals survive, test with a sample first, compare record counts before and after, spot-check records by hand, and keep the old system read-only for about 90 days before you cancel it.
Should I clean data before or after migrating to a new CRM?
Before. Removing duplicates, old records and inconsistent values first means a smaller, cleaner import and fewer fixes later. Bringing messy data into a new CRM just moves the problem.
Is what I enter stored or sent anywhere?
No. The plan is built in your browser and the draft is saved only in this browser so you can come back to it. Nothing you enter is sent to SalesBond or anyone else. Click Start over to clear it.
Related tools: CRM cost calculator, marketing ROI calculator, sales playbook template. More on sales and running a sales team on the SalesBond blog and the home page.
Official sources
- Wikipedia: Data migration — planning, mapping, testing and verifying a migration.
- Wikipedia: Data cleansing — removing duplicates and standardising values.
- HubSpot Knowledge Base: Format import files — an example of a CRM’s import file rules.
Updated on Nov 7, 2026. This calculator is for information only and is not tax, legal or payroll advice. This is a general checklist. Check your new CRM’s own import guide for file formats and limits, and your contracts for notice periods before you cancel the old system.
