Move from your current setup

Start with what you need to run the business today

The quickest starting point is your contacts plus active enquiries. Full historic conversations, quotes, attachments, jobs and automation rules are a separate migration exercise. Keep your existing system available while you check the new workspace.

Export a backup from your current CRM or spreadsheet before editing the file. Work on a copy. You do not need to delete anything from the old system to start here.

1. Prepare a contacts CSV

Export your contacts as CSV and map the columns to: name, company, email, phone, notes. The name column is required. Give every row a contact name, and use a valid email address or leave the email blank. Company, phone and notes can be blank.

Download the template below. It contains fictional examples; delete those rows before adding your contacts. Keep phone numbers as text so that a spreadsheet preserves the + sign and any leading zero. Save as UTF-8 CSV.

2. Test with a small batch

Open Clients → Import CSV. Start with five to ten contacts. The importer shows the row count and a few names before you submit. Each file can contain up to 300 contacts and must be under 500 KB.

Existing email addresses in the selected workspace are skipped, not overwritten. Rows without an email cannot be deduplicated reliably, so avoid uploading the same no-email rows twice. Custom fields are not imported; preserve useful context in notes.

3. Check the imported records

Compare the imported names, companies, email addresses, phone numbers and notes with your source file. Edit any mistakes from Clients. Keep a log of which batches have been imported.

The current release has no bulk undo for an import. That is why the first small batch matters. Once it looks right, split the remaining records into batches of up to 300 and check the reported import count each time.

4. Bring over active enquiries

Create each active enquiry with its existing client, current brief, owner and next action. Use the brief to preserve a short factual summary of relevant history. Do not mark an old quote as accepted unless you have the actual agreed scope, price and evidence.

For a larger pipeline, assess a dedicated lead and quote migration before switching systems. The contact importer does not import deals, quotes, tasks, attachments or historical jobs.

5. Connect recent email when available

Once Gmail is activated, choose the mailbox label that contains your enquiries. Initial sync checks the last 30 days in bounded batches. It is not a complete mailbox archive. Review imported enquiry candidates before quoting or replying.

6. Choose a cutover date

Confirm the contact count, key active leads, next actions, prices, quote totals and team access. Decide which system receives new enquiries from the cutover date. Keep the old system as a reference until you are confident the important history is accounted for.

Use Settings → Your data to export this workspace as JSON. This is an outbound backup/export; the current CSV importer cannot restore that JSON file.