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Data Migration

Moving your data to a new system — completely, accurately, and without losing what it means.

Changing CRM is a decision about software. Whether it works is a decision about data.

The demo looked great. The licences are bought. Then someone asks what happens to eleven years of customer history, the deals that are half-closed, the tickets still open, and every email conversation attached to them — and the project either has an answer or it stalls right there.

We are the answer. Migration is not a sideline for us; it is the thing we are known for, and it has been our core work far longer than Deep Dive has existed as a company.

What do we move

Deals, pipelines, tickets, tasks, meetings, notes, owners and custom objects all arrive with their relationships intact — including full email conversation history, notes and calendars.

data migration cases

From / to CRM

Moving between customer platforms, in both directions — including off a system, not just onto it: HubSpot, Pipedrive, Freshsales, SugarCRM, Salesforce etc

From / to ERP

Customer, invoice and product data held in a finance system is not shaped for a CRM, so moving it is a translation, not a transfer. We design the structure it arrives into, then move it.

Spreadsheets, files and databases

Exports, shared spreadsheets and legacy databases have no structure worth inheriting. The real work is designing one before anything moves — and that design is where most of the value sits.

Why most migrations disappoint

They technically succeed. Everything arrives. And then nobody trusts the new system. That happens for reasons that have nothing to do with moving bytes:

  • The history didn't come. Contacts and companies made it. Conversations, notes and context did not. Your team now has a clean database with no memory, and they keep the old system open in another tab.

  • The duplicates came too. Nobody deduplicated on the way through, so a fresh, expensive CRM launches with the same mess as the old one — except now it looks official.

  • The data arrived, but wrong. Fields mapped to plausible-looking destinations that turn out to mean something different. Nobody notices until a report doesn't add up, three months later.

  • The business stopped. A week of frozen operations while the transfer runs is not a technical inevitability. It is a planning failure.

How we do it differently

  • We plan before we move, and you sign it off.

    Every migration starts with a data mapping table and a migration plan — what goes where, what gets transformed, what gets left behind and why. You approve it before a single record moves. No surprises, because everything was agreed in writing first.

  • Data quality assessment before every migration

    Before any CRM migration, we audit your data and report every quality issue: duplicates, inconsistent formats, fragmented records and missing values. Each issue is sized and prioritised, so you know what it will cost you to fix and what it will cost you to ignore.
    Data cleansing and deduplication are a separate, optional service, quoted on their own. Deciding which duplicate wins or which format becomes the standard is a business decision, and a migration is the most efficient moment to make it. If you skip it, your data moves as it is, with every issue documented.

  • We keep your history

    Email conversations, notes, meetings, tickets, the full timeline. It is the hardest part of a migration and the first thing most providers declare out of scope. We have reassembled conversations split across multiple database tables and reattached them to the correct contacts and deals. Your team should open the new CRM and recognise it.

  • You verify it yourself.

    We build views inside your new CRM so your own people can check their own data directly, rather than reading a report that tells them everything is fine. People trust what they can see.

  • Your business keeps running.

    Cutover is planned backwards from your calendar. The old system stays available read-only while the new one comes up. Zero downtime is the normal outcome, not a premium option.

  • We are independent consultant

    We are not a partner or reseller of any platform, so our advice is objective, based on your interest: the system that fits your business, and a migration in or out of it done with the same care.

  • Experience across systems. 

    We have migrated data between CRMs, ERPs, accounting software, spreadsheets and legacy databases. We know where each type of migration goes wrong, and we plan around it from day one.

  • We understand your business

    We have worked with companies of every size, from small teams to large organisations. That experience tells us what a field really means in your sales process, your invoicing or your customer service, so the data arrives working the way your business does. 

Data migration steps

Data Migration Steps 

Before executing the data migration process, it is crucial to understand the data, what it is used for, who uses it now, who and how will use it in the future. Assessing the source and target environments carefully is also a critical task.

Other than that, the most common data migration steps are as follows:

  • Analyzing existing data (structure, format and quality issues) and target system's requirements
  • Designing migration process - producing a Data Mapping table & plan
  • Extracting data from the original system
  • Correcting data if quality issues exist, if within the project's scope.
  • Transforming data as needed to match HubSpot structure
  • Load data in target system
  • Verifying integrity and accuracy of migrated data - UATs

We can help you with your data migration project

If you are planning a data migration project, it is crucial to choose an expert to do the job!. Past experience shows that data migration projects should be appointed to trusted data migration experts who understand the complexities and challenges involved, having the team, the tools and experience to process large amount of data, to ensure that every byte of information will be meticulously transferred, reformatted, and enriched. That is the reason most of IT developers, IT service providers and platform resellers do not offer data migration services.

Book a free consultation session and let’s embark on this journey together, turning the stress of data migration into a strategic advantage for your business.

How long does a CRM migration take?

Typically four to eight weeks for a full CRM replacement, including verification with the new system already live. It depends on data volume, how many objects are involved, and how clean the source data is. A migration from spreadsheets can be faster; consolidating two CRMs takes longer.

Can you migrate email history into a CRM?

Yes. It is the most technically demanding part of any CRM migration, which is why it is so often skipped. Conversations frequently need to be reassembled from several separate tables in the source system before they can be moved and reattached to the right records.

Will our business have to stop during the migration?

No. Cutover is planned around your calendar, not ours — most often over a weekend, so Monday starts on the new system. Where a weekend doesn't fit, you lose at most a single day. Your old system stays available read-only throughout, so nobody is ever locked out of their data.

Do you clean our data as part of the migration?

Cleaning is a separate service, not included by default — but a migration is by far the best moment to do it. Every record is already being handled, so deduplicating, standardising formats and merging fragmented records costs a fraction of what the same work costs as its own project later. It also means you launch the new system clean, instead of paying for a new CRM and inheriting the old mess. We'll tell you what state your data is in before you decide.

What if our data is just spreadsheets?

That's a job we're particularly well suited to. Spreadsheets have no structure to map from, so the work is designing one — deciding what the objects are, how they relate, and what your CRM needs them to be. That's data expertise rather than platform expertise, and it's what we do first and best. Most providers can move data between two systems that already agree with each other; far fewer can build the structure when one side doesn't have one.

Are some CRMs harder to migrate from than others?

 Every CRM has its particularities. The difficulty depends more on what you've done with yours — how much it's customised and how deeply you use it — than on the platform itself. If your setup touches a CRM's particular quirks, migration becomes more complex. 

Can you combine multiple data sources into one system?

Yes. You can merge two CRMs, combine a CRM with an ERP, or consolidate data from multiple systems into a single platform. The challenge is matching and reconciling records across sources where the same customer or product exists differently in each. This adds complexity, time and cost compared to a single-system migration.

What happens to data that doesn't fit standard CRM objects?

Non-standard data becomes custom objects or custom properties in your target system. Every platform supports this differently, so the work is designing the right structure for your data and mapping it correctly. What matters is that nothing gets left behind. 

Indicative Case studies

Latest posts

You can spend a few minutes checking out our latest articles, covering various subjects around data.