How to migrate your agency to one system
A low-risk path from a stitched-together stack to a single operating system.
How do you migrate your agency to one system?
Migrate your agency stack by exporting your data, importing it into the new system, mapping active projects and ongoing time entries, then running both systems in parallel for about two weeks before cutting over, so live work is never at risk during the switch.
Export and tidy your data first
Pull clients, projects and time entries to CSV. A migration is a good moment to archive dead projects and fix inconsistent client names.
Map active work, not history
Focus on getting live projects and ongoing time entries set up correctly. Historical data can be imported for reference, but your active work is what matters on day one.
Run in parallel for two weeks
Keep the old tools read-only while the team works in the new system. A short parallel run surfaces gaps without putting client delivery at risk.
Cut over and retire the stack
Once a full billing cycle runs cleanly in the new system, switch off the old subscriptions. The saved tool spend often offsets the new system entirely.
FAQ
How long does it take to migrate to a new agency system?+
Most agencies are live within two weeks using a CSV import and a short parallel run alongside their existing tools.
Will we lose data when switching tools?+
No. Export to CSV, import active work, and keep the old tools read-only during a parallel period so nothing is lost in the transition.
What is the biggest risk when migrating agency tools?+
Disrupting live client delivery during the switch. A short parallel run, with the old tools kept read-only, removes that risk by letting the team work in the new system while the previous one stays available as a fallback.
Should you migrate historical data or just active work?+
Prioritise active projects and ongoing time entries so day one runs cleanly. Import history for reference if you need it, but the live work is what determines whether the migration succeeds.
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