Move your customer history into the new CRM without losing any of it.
Gully Sales moves contacts, companies, deals, notes and attachments out of your spreadsheets, old CRM and ERP into the new one. Every source audited, every field mapped, the load rehearsed on a copy, and reconciled record by record.
- Every record counted out of the old system and counted into the new one.
- A full rehearsal first, so surprises happen on a copy and not on your live data.
- A reconciliation report you can check, and a rollback plan if cutover goes wrong.
Gully Sales Private Limited migrates CRM data for businesses across India and stays with you through the weeks after cutover.
In one paragraph
What is CRM Data Migration Services?
CRM data migration is the work of moving your customers, contacts, deals, history and documents from spreadsheets, an old CRM or an ERP into a new system without losing or corrupting them. Gully Sales audits every source, maps each field, cleans what moves, rehearses the load, reconciles the result record by record, and keeps a rollback ready for cutover day.
The problem
The new CRM is ready. The data that has to go into it is not.
Most businesses do not have one customer list. They have a working spreadsheet, an old CRM somebody set up years ago, an ERP with the billing names, a dealer file, and the sales team's phones. Each one is partly right. Moving all of that into a new system is treated as an afternoon of uploading, and that is where most CRM projects quietly fail: the tool is fine, the data that landed in it is not, and the team goes back to the spreadsheet within a month.
You will recognise it as
- Your customer list exists in three places, and every export gives a different count.
- Nobody can say how many active customers you have without someone checking by hand.
- A previous move to a new system stalled, so two systems are now half-used and both are half-trusted.
- Deal history, call notes and quotations sit in an old tool nobody wants to keep paying for.
- A trial import was attempted and produced duplicates, blank columns and broken links between contacts and companies.
- The sales team keeps its real notes on WhatsApp and in personal phone contacts.
What it costs the business
- The new CRM goes live with data the team does not believe, so the spreadsheet stays open beside it and the old habits come straight back.
- Renewals, service dues and follow-ups tied to old records are missed, because the dates never made the journey.
- Reporting restarts from zero. There is no history to compare this quarter against, so the trend line begins on launch day.
- The old system is kept on subscription for years, because nobody is confident the data actually left it.
- Automations misfire on migrated records, and the team learns to ignore the alerts the new CRM sends.
Why it persists. Migration is one-time work, so nobody owns it. The CRM vendor's job ends at the import template, your IT support handles laptops and email, and the sales head has a quarter to close. So the person who knows the data is asked to clean it in the evenings, decisions about which duplicate wins are never made, and the load happens the night before go-live with no rehearsal and no way back. It goes wrong quietly: the counts look plausible, so nobody checks, and the errors surface weeks later.
If it stays unresolved. You end up paying for a CRM your team works around. Customer history stays trapped in a system you are still renewing, reporting can only describe the months since launch, and the next time you change tools the same problem is waiting, one more year of scattered records larger than before.
What changes
One counted, reconciled record set your team is willing to work in.
In the first weeks
- Every customer, contact, deal and open task from the sources you chose, live in the new CRM on the day you switch.
- A reconciliation report showing what moved, what changed on the way, and what was deliberately left behind.
- Attachments, quotations and call history sitting on the right record instead of in a shared folder.
In how the work runs
- Owners, stages, dates and next actions carried across, so a follow-up due next week still appears next week.
- Duplicates merged under a rule you agreed, so two salespeople stop calling the same customer.
- Workflows, reminders and alerts that fire correctly, because the fields they depend on are filled and formatted.
In sales and marketing
- Renewals, AMCs and repeat cycles visible from day one, because the history that drives them came with the data.
- Enquiries reaching an owner immediately, since every source now lands in one system rather than four.
In what management can see
- Reports that compare this quarter against the same quarter last year, because last year is in the system.
- A forecast read from pipeline that kept its real dates, stages and values through the move.
Over the longer term
- A documented mapping and a readable archive of the old systems, so the next migration or audit starts with evidence.
- A data standard the team already follows, because it was set during the move rather than after it.
Gully Sales controls the audit, the mapping, the cleansing rules, the rehearsals, the reconciliation and the cutover. What the data then produces depends on how your team uses the CRM day to day. We do not promise revenue from a migration; we make the record set complete, counted and checkable.
Who it is for
Who needs a planned migration, and when to start one.
The businesses it suits
- Businesses moving from spreadsheets, a legacy CRM or an ERP module into a CRM chosen for the next several years.
- Companies whose customer data sits across sales, service, accounts and the dealer team in different formats.
- Owners who tried a CRM before, abandoned it, and now hold data in two systems and trust neither.
- Firms consolidating after an acquisition, a merger of divisions or the separation of a business unit.
- Businesses whose new CRM is already live but was loaded badly, and now needs the data done again properly.
- Companies with contractual or statutory reasons to keep years of customer history intact and traceable.
What usually prompts the call
- You have signed for a new CRM and the only migration plan is a spreadsheet upload template.
- The old CRM's renewal date is near and you do not want to pay for another year of it.
- Two teams enter the same customer into two systems every day and neither will stop first.
- A trial import produced duplicates, blank fields or contacts detached from their companies.
- An acquisition, a new ERP or an audit is forcing customer data into one place by a fixed date.
- Your CRM went live months ago and the team still checks the spreadsheet before they call anyone.
What Gully Sales does
The work, component by component.
Source audit and inventory
We find every place customer data lives: the CRM, the ERP or accounting system, sales spreadsheets, service registers, dealer files, web form inboxes, phone contacts and the marketing tool. For each we record what it holds, how many records, how far back, who maintains it, and how good it is. Sources that look identical rarely are, and the differences decide the mapping.
- Why it matters:
- A migration planned from one export misses the data the business actually runs on, and finds it after cutover.
- You receive:
- Source inventory with record counts, date ranges, owners and a quality note for each system.
- Business value:
- You see the whole picture before anything moves, and decide what deserves to come with you.
Field mapping and data model check
We map every source field to its destination field, define the transformation for each one, and mark the fields that will not travel and why. In parallel we check the new CRM's objects, relationships, picklists and mandatory fields against what your data actually contains, so the model accepts the records instead of rejecting them at load.
- Why it matters:
- Most failed loads are not technical failures. They are fields nobody agreed on and picklist values that did not exist.
- You receive:
- Field mapping document with transformation rules, defaults and the deliberately dropped fields listed.
- Business value:
- Everyone agrees what each field will mean in the new system, in writing, before the load.
Cleansing for the move
We standardise names, phone numbers, GST details, addresses and states, merge duplicates under a rule you approve, resolve conflicts between sources, archive records that are dead, and fill the gaps that block the mandatory fields. This is cleansing scoped to the migration; the ongoing discipline that keeps data clean afterwards is separate work, linked below.
- Why it matters:
- Dirty data becomes far harder to fix once it is inside the new CRM and users have begun editing it.
- You receive:
- Cleansing log: every merge, standardisation and archive decision, with the rule behind it.
- Business value:
- The new system starts clean, and the team's first impression of it is a good one.
Migration rehearsals
We load the data into a sandbox or test instance at least twice. Each run produces an error report: rejected rows, broken relationships, truncated fields, wrong owners, dates that moved. We fix the mapping or the data and run again, until a rehearsal completes with errors we understand and have agreed to accept.
- Why it matters:
- The first load always fails somewhere. The only question is whether it fails on a copy or on your live business.
- You receive:
- Rehearsal reports with error counts, causes, fixes applied and the residual issues accepted.
- Business value:
- Cutover day holds no new surprises, because the same load has already run cleanly twice.
Reconciliation and sign-off
After each load we count records, deals, activities and attachments in the source against the destination, and explain every difference. We then spot-check a sample by hand: your largest accounts, your oldest records, your strangest ones. Your team signs the reconciliation before we go anywhere near live.
- Why it matters:
- A count that nobody checked is the reason businesses keep the old system alive for years afterwards.
- You receive:
- Reconciliation pack with counts, variance explanations and the manual sample checks.
- Business value:
- You can prove the data arrived, to your team, your auditor and yourself.
Cutover and data freeze
We write the runbook for the switch: the freeze window when the old system stops taking entries, the load sequence, who does what at which hour, the checks at each stage, and the go or no-go decision points. Where the business cannot pause, we plan a delta load for the records created during the freeze.
- Why it matters:
- Without a freeze and a sequence, records created during the move are the ones that go missing.
- You receive:
- Cutover runbook with timings, owners, checkpoints and the delta load plan.
- Business value:
- The switch happens on a plan everybody has read, at a time the business can afford.
Rollback and archive
Before cutover we agree the conditions under which we stop and restore, the steps to do it, and who has the authority to call it. We also take an archive of every source system as it stood at the freeze, in a format you can open years later, so nothing depends on a subscription you intend to cancel.
- Why it matters:
- The confidence to switch off the old system comes from having a way back and a readable archive of it.
- You receive:
- Rollback plan with trigger conditions and steps, plus the archived source extracts handed to you.
- Business value:
- You can cancel the old licence without wondering what leaves with it.
What you will have at the end.
- Source inventory: every system, spreadsheet and export holding customer data, with counts, date ranges, owners and quality notes.
- Field mapping document: each source field to its destination field, with transformation rules and the fields deliberately dropped.
- Data model check: objects, relationships, picklists and mandatory fields in the new CRM, confirmed against what your data holds.
- Cleansing log: duplicates merged, formats standardised, dead records archived, and the rule behind each decision.
- At least two rehearsal loads in a sandbox, each with an error report and the fixes applied before the next run.
- Reconciliation pack: record, deal, activity and attachment counts, source against destination, with variances explained.
- Manual sample checks on your largest, oldest and most unusual records, documented for sign-off.
- Cutover runbook: freeze window, load sequence, owners, timings, checkpoints and the delta load plan.
- Rollback plan: the conditions that trigger it, the steps to restore, and who is authorised to call it.
- Archive of each source system as it stood at the freeze, in a format you can read without a subscription.
- Post-migration watch list: what to check in the first weeks, what a healthy record looks like, and who fixes what.
- A short data standard for the team: how a customer, contact and deal should be entered from now on.
How it runs
The engagement, step by step.
- 1
Audit the sources
We inventory every system and file holding customer data, pull a sample from each, and assess counts, duplication, completeness and how far the history goes. We agree with you what is in scope, what will be archived rather than migrated, and how far back the history has to travel.
- You provide:
- Access or exports from each system, and the people who maintain them for a short interview each.
- We produce:
- The source inventory, a data quality summary and the agreed migration scope.
- Done when:
- You have signed off which sources move, which are archived, and how much history comes across.
- 2
Map the fields
We map every field that is moving to its place in the new CRM, define transformations, set defaults for gaps, and check the destination model can hold what is coming. Fields that will not travel are listed with the reason, so nobody discovers the loss later.
- You provide:
- Decisions on the fields that matter, and admin access to the new CRM's configuration.
- We produce:
- The field mapping document and the data model check with any configuration changes needed.
- Done when:
- Sales, service and admin agree what every field will mean in the new system.
- 3
Cleanse what will move
We standardise formats, merge duplicates on the rule you approve, resolve conflicts between sources, archive dead records and fill the gaps that would block a load. Each decision type is agreed with you once and then applied consistently across the set.
- You provide:
- A decision-maker for the merge and survivorship rules, and answers on ambiguous records.
- We produce:
- The cleansed data set and the cleansing log showing every rule and its effect.
- Done when:
- The data passes the mandatory field and format checks the new CRM will apply.
- 4
Rehearse the load
We load into a sandbox, read the error report, fix the cause in the mapping or the data, and load again. Your team opens the sandbox and works with real records: their own accounts, their own deals, their own attachments.
- You provide:
- A sandbox or test instance, and a few hours of your users' time to inspect it.
- We produce:
- Rehearsal error reports, the corrected mapping, and a load that completes as expected.
- Done when:
- Two rehearsals have run and your users recognise their own data inside the new system.
- 5
Reconcile and sign off
We count everything in the source against everything in the destination, explain each variance, and hand-check a sample chosen for size, age and oddness. Anything unexplained is investigated before we plan a date, not after.
- You provide:
- Reviewers from sales, service and accounts, and a decision on the accepted variances.
- We produce:
- The reconciliation pack, the sample checks and a written go or no-go recommendation.
- Done when:
- Your team has signed the reconciliation and agreed the cutover date.
- 6
Cut over
We freeze entry in the old systems, run the final load in the agreed sequence, verify at each checkpoint, load the delta records created during the freeze, and confirm access, ownership and permissions before the team starts work.
- You provide:
- The freeze window, an available admin, and one person authorised to say go, stop or roll back.
- We produce:
- The executed runbook with checkpoint results, and the confirmed live record set.
- Done when:
- The team is working in the new CRM and the final counts match the signed reconciliation.
- 7
Stabilise and hand over
We watch the first weeks: records the team reports as wrong, automations firing on migrated data, duplicates created by new entry, and reports that do not tie out. We fix what belongs to the migration and hand over the standard, the archive and the documentation.
- You provide:
- A named internal owner for data, and the team's reports of anything that looks wrong.
- We produce:
- A fix log, the post-migration watch list, the data standard and the source archive.
- Done when:
- The old systems can be switched off, and your own owner is running the data.
Ways to work with us
Engage for the whole move, for a rescue, or for the plan alone.
Full CRM data migration
The complete method from source audit to stabilisation: mapping, cleansing, rehearsals, reconciliation, cutover, rollback and archive. Suited to a business moving into a new CRM and intending to switch the old systems off.
Migration plan and mapping only
For teams with their own technical people. We audit the sources, write the mapping, set the cleansing and survivorship rules, and design the cutover, reconciliation and rollback. Your team executes the loads and we review the results.
Migration rescue
For a CRM already live with data loaded badly. We assess what is actually in it, reconcile against the sources, then correct, de-duplicate and re-load what is wrong, without disturbing the records the team has since created.
Consolidation after acquisition or restructure
Merging two or more customer bases into one CRM: matching overlapping accounts, agreeing which record survives, keeping both histories, and preserving the ownership and access rules each business needs.
Migration with implementation
Run alongside CRM implementation and customisation, so the data model, the fields and the migration are designed together rather than one being forced to fit the other after the fact.
Why Gully Sales
What you are actually choosing when you choose us.
We count the data in and count it out.
Every record, deal, activity and attachment is counted in the source and again in the destination, and every difference is explained in writing. You are not asked to trust that the load worked; you are shown.
Nothing goes live without a rehearsal.
The load runs at least twice on a copy, and your own users open it and look for their own accounts. The errors that would have hit your live business on cutover day are found and fixed while they are harmless.
There is always a way back.
A rollback plan with agreed trigger conditions and a named decision-maker exists before the freeze begins, along with a readable archive of every source system as it stood that day.
We work in the language of your business, not the tool's.
Dealers, AMCs, site visits, GST details, multiple contacts at one company, quotations in a chain: the mapping is built around how Indian SMBs actually record customers, not around a default template.
We stay after the switch.
Migration work is judged in the weeks after go-live, not on load night. We watch the first weeks, fix what belongs to us, and hand the data to a named owner on your side with a standard they can follow.
We know what the data is for.
Gully Sales works on sales and marketing systems every day. Fields are mapped so that pipeline, follow-ups, renewals and reporting work afterwards, not merely so the rows fit the columns.
Where it applies
The same service, in different businesses.
Manufacturing with a dealer network
- The situation:
- Customer records are split between the ERP, which holds billing names and GST details, an old CRM used by two of the five area managers, and dealer-wise Excel files maintained in each region.
- How it applies:
- Source audit across all three, matching ERP billing entities to CRM accounts and dealer records, survivorship rules that keep the ERP's legal name and the CRM's contacts, and a dealer hierarchy built in the new system.
- Likely benefit:
- One account record per customer with its dealer, its contacts and its order history together, so area managers stop maintaining regional files.
Healthcare clinics and hospitals
- The situation:
- Patient enquiry data sits in the appointment software, a front desk register, a call tracking tool and the marketing agency's lead sheets, and follow-up depends on whoever remembers.
- How it applies:
- Migration of enquiry and follow-up records only, with clinical data deliberately excluded from scope, strict access rules mapped in the new CRM, and phone-number-based matching to merge repeated enquiries.
- Likely benefit:
- Every enquiry has one record and one owner, while patient clinical information stays in the system meant to hold it.
B2B and IT services
- The situation:
- A services firm is moving off a CRM it has used for six years. Years of proposals, email threads and renewal dates sit inside it, and the renewal invoice for another year is due.
- How it applies:
- Full history migration including activities and attachments, contract and renewal dates mapped to the new CRM's fields so reminders fire correctly, and an archive of the old system taken before the licence lapses.
- Likely benefit:
- The old subscription can be cancelled with the account history, proposals and renewal dates intact in the new system.
Distribution and trading
- The situation:
- A distributor holds thousands of retail accounts in Tally and a route-wise spreadsheet per salesperson, with the same shop appearing under three spellings and two phone numbers.
- How it applies:
- Standardisation of shop names, addresses and phone numbers, duplicate matching across the route sheets, route and beat mapped as CRM fields, and an outlet count reconciled with the sales team before cutover.
- Likely benefit:
- A counted, de-duplicated outlet list the sales team agrees with, and coverage that can finally be measured by route.
Real estate and education
- The situation:
- Enquiries arrive from portals, walk-ins, a website form and several campaign landing pages, and each channel has its own sheet with its own columns and its own idea of a stage name.
- How it applies:
- Consolidation of every enquiry source into one lifecycle, a single agreed stage set, source and campaign preserved as fields, and duplicate enquiries from the same person merged with their history kept.
- Likely benefit:
- Conversion can be compared honestly across channels, because every enquiry now sits in one system with its source attached.
Professional services after a merger
- The situation:
- Two firms have combined and each brings its own CRM, its own client list and around two hundred overlapping companies, with different owners claiming the same relationship.
- How it applies:
- Matching across both bases, a survivorship rule agreed by both partners, both activity histories retained on the surviving record, and ownership and visibility rules configured before the merged set goes live.
- Likely benefit:
- One client list both sides accept, with each firm's history preserved and no client contacted twice in the first week.
Questions buyers ask
Before you enquire, the answers you will want.
How will data integrity be verified before we go live?
In three ways. We count records, deals, activities and attachments in each source and in the destination after every load, and explain each difference. We hand-check a sample chosen for size, age and oddity, including your largest accounts. And your own users open the rehearsal instance and look for their own records. The cutover date is agreed only after your team has signed that reconciliation, not before.
Will we lose our old notes, emails and attachments?
Not if they are in scope. Activities, notes and files can migrate along with the records they belong to, though some source systems export them poorly and a few restrict them entirely. We test this in the audit and tell you early what will and will not travel, in writing, so nothing is discovered afterwards. Whatever cannot move is archived in a readable form and handed to you.
How long does a CRM data migration take?
It depends on how many sources are involved, how far back the history goes, how much cleansing the data needs and how quickly your side can decide the merge rules. One clean export into a well-configured CRM moves quickly. Five sources, years of attachments and heavy duplication take considerably longer. We set the schedule in the migration plan after the source audit, when the real state of the data is known.
What do you need from us to move the data?
Exports or access to each source system, admin access to the new CRM, and a short interview with whoever maintains each file. Then decisions: which sources are in scope, how far back history travels, and which record wins when two disagree. Finally a few hours of your users' time to inspect the rehearsal, and one person authorised to say go, stop or roll back on cutover day.
Can you migrate from spreadsheets and phone contacts, not a CRM?
Yes, and that is the common case for Indian SMBs. Spreadsheets, order books, Tally or an ERP, service registers and the sales team's own phone lists are all valid sources. They need more standardisation and duplicate work than a CRM export, because columns mean different things to different people, so we agree the rules with you once and apply them consistently across the whole set.
What happens if something goes wrong on cutover day?
The rollback plan is written and agreed before the freeze begins. It states the conditions that trigger a stop, the steps to restore the old systems to working order, and the one person on your side authorised to call it. Because the same load has already run cleanly in rehearsal, a rollback is uncommon, but the plan exists so the decision on the day is quick and calm rather than improvised.
How are duplicate records handled?
We identify likely duplicates by matching on phone, email, GST number and standardised name, then apply survivorship rules you approve: which record survives, which fields are taken from which source, and what happens to the history on the losing record. History is usually kept and attached to the surviving record. Ambiguous matches are listed for your team to decide rather than merged on our judgement.
Can the business keep selling while the migration happens?
Yes. Almost all of the work happens on extracts and in a sandbox while your team carries on in the current system. Only the cutover needs a freeze, and we plan that for a quiet window, often a weekend. Records created during the freeze are captured in a delta load immediately afterwards, so nothing entered during the switch is lost or has to be retyped.
4 more questions
Do we have to migrate everything, or only recent data?
That is your decision, and it is worth taking deliberately. Full history helps if you rely on renewals, repeat cycles or year-on-year comparison. Where records are very old or very poor, moving the last two or three years and archiving the rest keeps the new system clean while nothing is destroyed. We show you the counts and the quality by year, then you choose.
How will we know the migration actually succeeded?
Against the baseline recorded before the move: reconciliation variance at zero or explained, data completeness on mandatory fields, duplicate rate compared with before, then the working measures over the first quarter, which are lead-response speed, lifecycle conversion, automation running without correction, forecast reliability, reporting time and whether the old systems could be switched off.
What is not included in a migration project?
Choosing the CRM, which is selection work; building and configuring it, which is implementation; training users, which is adoption; and day-to-day administration afterwards. Ongoing data quality governance is a separate service too, since migration cleanses once and governance keeps it clean. We also do not migrate accounting ledgers, statutory records or clinical data, which belong in their own systems.
Who should be involved from our side?
A sponsor who can decide scope and sign the reconciliation, usually the owner or a director. The sales head, who knows what the pipeline data means. Whoever maintains each source file, for an interview each. A CRM administrator or the vendor's contact for access. And two or three users to inspect the rehearsal. In a small business this is often three people wearing several hats.
Talk to us
Let us look at your sources before anything moves.
The free audit is a working session, not a pitch. We look at where your customer data lives now, what state it is in, what the new system needs, and whether you need a full migration, a plan your own team can execute, or a rescue of a load that has already gone wrong.
- No obligation and no sales script
- A reply from someone who does the work
- Your details are never sold or shared