CRM Setup and Data Migration Services
Growth Geyser sets up CRMs from scratch and moves companies from one CRM to another: HubSpot, ActiveCampaign, Attio and Pipedrive, for B2B teams of 10-100 employees.
The hard part of a migration is not the contacts. It is the history: notes, emails, who said what and when. A CSV export leaves most of it behind, so we pull it through the API.
Move first, improve second. Your new system works like the old one on day one, then gets better.
CRM Setups: Tailored Systems That Work for You
A new CRM should fit how you sell today, not every feature the vendor ships. We start from a blank slate and add only what your team will use.
Only the fields you need
Every field someone has to fill in is a field someone will skip. We add the ones your reports and automations actually use.
Pipelines that match how you sell
Stages your team recognises, with clear rules for moving a deal forward.
Not every feature on day one
The core working first. Lead scoring, sequences and dashboards once the basics are in daily use.
Forms and integrations connected last
Once the structure is right, so every new lead lands in the right place from the first day.
Platforms: HubSpot, ActiveCampaign, Attio and Pipedrive.
Migrations: move first, improve second
First question: should you migrate at all?
A migration costs months of budget before it saves any. If your current CRM can be fixed, that is usually the cheaper answer, and we will tell you so.
Most moves are triggered by a renewal date. Tell us yours early: it sets the whole schedule.
When a move is the right call, we mirror your current setup first so nothing breaks on the day you switch, minus anything you have agreed is dead. Improvements come afterwards, one change at a time.
Notes and history: the part other migrations leave behind
Every CRM makes it easy to export contacts and hard to export history. Notes, emails and activity rarely come out in a spreadsheet, so we extract them through the platform's API, with the author, date and time of each entry.
Then you choose how much to bring across:
Kept as a dated record
Every note preserved with who wrote it and when, attached to the right contact. The faster, cheaper option.
Rebuilt to look native
History recreated so it reads like it was always in the new CRM. More hours, for teams that live in their notes.
The more history you need to keep, the more a migration costs. You decide, before anything moves.
across 5,249 contacts, pulled from ActiveCampaign through the API with the author, date and time of each note, for a food-waste technology company moving to an ERP. ActiveCampaign's own export leaves notes out.
How a migration runs
- 1Inventory the old systemContacts, deals, pipelines, lists, workflows and forms, counted before anything moves.
- 2Field map you sign offEvery old field mapped to a new one, or marked as not coming. Nothing is imported until you approve it.
- 3You decide what is deadOld lists, tags and workflows are yours to keep or retire. We will not carry junk across by default.
- 4Back up the old systemA full export kept safe before the old account closes.
- 5Test on three recordsThree contacts and three deals, checked end to end, before the full run.
- 6Contacts, then companies, then dealsIn that order, so every deal has something to attach to.
- 7New data first, history behind itForms switch to the new CRM on a set date. Older records are filled in behind that date.
- 8QA and cutoverEverything checked against the old system, then the switch, usually over a weekend with everyone reachable.
Our promise is a written one, not a slogan. Before anything moves, you get it in writing: what comes over, what comes over differently, and what the old platform will not let go of. Some vendors refuse to release parts of your data, such as email history. You hear that on day one, not after the switch.
What we have moved
From
To
Nurse-education business. The 19 deals with no contact or company were flagged for review, not forced in.
Venture capital firm. 83 duplicates caught before import, zero errors.
B2B software company, from Zendesk Sell and ActiveCampaign, mapped stage by stage into one system.
What clients tell us before a move
“I feel like I already have a little bit of a data integrity issue. I have all sorts of properties set up that will never be used.”
“I'd really love to be able to transfer that data over because otherwise we lose our attribution.”
“Almost a form of laziness. Like, well, I don't know if we need this workflow anymore or not, so let's just migrate it.”
“Is there a way to, like, actually migrate it with a button?”
Things we have learned the hard way
Created dates cannot be moved
HubSpot will not let an import set a contact's original created date, so we carry it across in its own field and tell you where it lives.
Old automations can fire on day one
Turning migrated workflows back on can email everyone who was parked in a wait step. We check every wait step before anything goes live.
Downgrading the old CRM can hide things
Some platforms hide your workflows once you drop a plan. We capture everything before the downgrade, not after.
Your sending reputation does not move with you
A new email platform does not inherit the old one's reputation, so the first sends need planning. Our ActiveCampaign and HubSpot pages cover how.
Frequently asked questions
What drives the cost of a CRM migration?+−
History, not record count. Moving 50,000 contacts takes about the same process as moving 5,000. What adds cost is how much history you keep (notes, emails, activity), how many workflows and emails have to be rebuilt, and how many other tools are connected. The more you need to retain, the more a migration costs.
Can the new CRM vendor's own team do the migration?+−
Partly, and it is worth using when it is free. Read what their “data migration” includes: it usually means contacts and deals, and rarely workflows, emails, landing pages or notes. Growth Geyser often handles the parts the vendor does not.
Will you move everything exactly as it is?+−
Yes, first. Growth Geyser mirrors your current setup so nothing breaks on the day you switch, minus anything you have agreed is dead. Improvements come after the move, one change at a time, so a problem can always be traced to its cause.
Do we need to migrate at all?+−
Not always. A migration costs months of budget before it saves any, so Growth Geyser's first question is whether your current platform can be fixed instead. If it can, we will say so.
Planning a move, or cleaning up after one?
Tell us where you are moving from, where to, and when your renewal is. We will tell you honestly whether to migrate, and what it takes to keep your history.
Book Your Free Discovery CallA short form first, then you pick a time on the next screen.