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What are you paying for in a CRM migration?
Exporting contacts and importing them somewhere else is the small part. If that were all, you would not need us.
The cost is in everything your current CRM does without anyone thinking about it. Forms feed it, automations send the follow-ups and booking pages write appointments into it.
A migration rebuilds each of those in the new system, proves they work, and switches over without a week of lost enquiries.
What a migration involves is set out on our CRM migration page. This page covers the money.
What moves the cost up or down?
Open your current CRM and check each row. You can answer all of these yourself before speaking to anyone.
| Cost driver | What it means | Effect on price |
|---|---|---|
| Number of records | Contacts, companies, deals and appointments to carry across. | A small effect on its own. Volume matters far less than condition. |
| How clean the records are | Duplicates, contacts with no email or phone, and the same field filled in five different ways all have to be fixed before import. | Lower: one tidy list. Higher: years of duplicates and free-text fields. |
| Custom fields | Every field you added needs a home in the new system, and its values mapped to the new format. | Lower: standard fields only. Higher: dozens of custom fields, some no longer used. |
| Automations to rebuild | Follow-up sequences, reminders and stage changes are specific to the system they were made in. Each one is rebuilt by hand and tested. | Lower: a few simple sequences. Higher: many, with branches and waits. |
| Forms and booking pages | Each form on your website and each booking page has to be rebuilt, then every link and embed pointed at the new one. | Lower: one enquiry form. Higher: several forms, calendars and landing pages. |
| History to carry over | Past emails, texts, call logs and notes attached to each contact. | Lower: contacts and deals only. Higher: full conversation history kept against each record. |
| Parallel running | How long both systems run side by side while you check nothing is missed. | Lower: a short overlap with one final import. Higher: a long overlap, which needs repeat imports that do not create duplicates. |
How to keep it down: delete what you do not use before we count it. Archive dead contacts, switch off automations nobody remembers the purpose of, and list the forms that still receive enquiries.
Three costs, and a fourth people forget
- The migration build. A fixed price from the written scope, paid 50% upfront and 50% on launch.
- Running the new system. Its subscription or hosting is paid by you to the provider, from your own account. We do not resell it and do not quote provider prices.
- Optional support. Run & Improve is £1,000, £2,000 or £4,000 a month by plan, for teams who want changes made for them after the switch.
- The overlap. While both systems run, you pay for both. Your old subscription continues until you cancel it, so a long parallel run has a cost that appears on nobody's quote.
Add the overlap to your own budget. It is the reason to agree the switch date in the scope and hold to it.
The order a migration runs in
- Inventory. List every record type, field, automation, form, calendar and integration in the old system.
- Decide what not to move. Anything unused is left behind. This is the cheapest saving on the page.
- Map and clean. Each old field is matched to a new one and the data is tidied.
- Rebuild. Pipelines, automations, forms and booking pages are recreated in the new system.
- Test import. A sample is imported and checked record by record against the original.
- Run both. New enquiries go through both systems while your team checks the results match.
- Switch and cancel. A final import, every public link moved, then the old subscription cancelled.
The timeline for these steps is agreed in the written scope. Our guide on how to switch systems without breaking your business covers the risks at each stage.
When a migration is not worth paying for
- The CRM is fine and the habits are not. If deals go cold because nobody updates the pipeline, a new system will have the same problem. Fix the routine first.
- You have a short list and no automations. Export a spreadsheet, import it, and rebuild one form yourself. That is a job for you, not a project for us.
- You have not chosen where to go. Pick the destination before pricing the move. Start with how to choose a CRM for a service business.
- Your data is beyond rescue. Sometimes starting clean, with the old system kept as a read-only archive for a while, costs less than cleaning it.
If you need a CRM set up from scratch instead of moved, that is a different scope. See CRM setup and migration.
Why we give a range before the audit
Nobody can price a migration from the outside. Two businesses on the same CRM can differ by ten automations and thousands of duplicate contacts, and neither owner will know until someone looks.
The audit is that look. It maps how the business runs, the tools it uses and where work gets stuck, and the written report arrives within 10 working days. The scope that follows lists exactly what moves, what is rebuilt and what is left behind, with one fixed price.
We have done this to ourselves. Our own migration out of GoHighLevel into a system we built is complete. For a client example of a system that holds clients, deals and tasks in one place, with document handling, reminders and audit history, see the MRM Group case study.
Frequently asked questions
How much does it cost to migrate a CRM?
With us it falls inside the scoped build range. A clean contact list with a few automations sits low in it. Messy data, many automations and full conversation history sit high.
Is the price based on the number of contacts?
Only slightly. The condition of the data and the number of automations and forms to rebuild move the price far more than the record count.
Can our automations be copied across automatically?
As a rule, no. Automations are specific to the system they were made in. Each is rebuilt in the new one and tested, which is why they are one of the largest drivers.
Will we lose our email and call history?
Not if it is in the scope. Carrying history over is possible and adds work. Some businesses bring contacts and open deals only and keep the old history as an archive.
Do we keep paying for the old CRM during the move?
Yes, until the switch is complete and you cancel it. Budget for that overlap separately, as it is paid to your old provider.
Who owns the data after the migration?
You do. The new system is set up in your accounts, and where we build one for you, you own the code as well.
Can you tell us the price from a screenshot of our CRM?
We can tell you a range. An exact price needs the inventory the audit produces, because the hidden work is in automations and data quality that a screenshot does not show.