Real estate CRM data migration: a step-by-step guide
Switching CRMs is mostly a data problem. Follow these eight steps to move your contacts, notes and history without losing anything.
Key takeaways
- Start by exporting more than you think you need.
- Map fields on paper before you import.
- Run both systems briefly and verify counts before you cancel.
Why migrations go wrong
Most migration problems are not technical. People export only names and emails, discover too late that notes and activity were left behind and cancel the old system before checking. The CRM migration checklist below prevents all three.
Step 1: Decide what to bring
| Data | Priority |
|---|---|
| Contacts and phone numbers | Essential |
| Lead source and type | Essential |
| Notes and activity history | High |
| Deals and stages | High |
| Tasks | Medium |
| Marketing history | Optional |
Step 2: Export everything
Request a complete export from your current system: contacts, notes, deals, tasks and custom fields. If the vendor makes this hard, ask support early. The LionDesk shutdown showed why a full export matters; see the LionDesk story.
Step 3: Clean
- Remove duplicates
- Standardise phone numbers with country codes
- Fix obvious typos in email addresses
- Delete records you will never contact
Step 4: Map fields
Create a sheet with two columns: old field, new field. Convert old statuses into your new stages and tags. RealEstateCRM.pk reads varied column names, but a written map avoids surprises.
Step 5: Test with 100 records
Import a small batch and review: Are phone numbers formatted correctly? Are owners assigned? Did notes arrive?
Step 6: Import everything and verify
Compare counts: contacts in the old system versus the new. Spot-check ten records in detail.
Step 7: Repoint lead capture
Move website forms, portal notifications and automations to the new CRM before you cancel. See WordPress integration and Zapier.
Step 8: Run in parallel, then retire
Keep the old system read-only for one to two weeks. When the team confirms nothing is missing, cancel and archive the export.
Migrating from specific tools
See guides for Salesforce and HubSpot, or the comparison pages for Follow Up Boss and others.
After the move
Retrain the team, define your stages and set a weekly review. Read how teams should structure their CRM, the benefits of a CRM and the getting-started guide.
2026 note
With vendor consolidation and shutdowns in the news, keep a fresh export every quarter. See CRM trends for 2026.
Frequently asked questions
How long does a CRM migration take?
A small team can finish in days including testing. Larger or customised systems take longer.
Can I import from Excel?
Yes. A clean spreadsheet is the ideal import file.
Sources & method
Written by the RealEstateCRM.pk editorial team and reviewed October 2026. Product statements reflect RealEstateCRM.pk today. Market, pricing and vendor facts come from the public sources listed and change often, so verify before you buy. Nothing here is legal advice.
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